Job Title: Sr Administrative Assistant
Job Description
The Sr. Administrative Assistant provides comprehensive administrative, clerical, and executive support to a hospital department, ensuring efficient office operations and strict adherence to organizational policies. This role manages sensitive administrative and financial information, supports budget and reporting activities, and coordinates a variety of educational and training programs. The Healthcare Administrator also delivers high-level executive assistance, including calendar management, meeting coordination, and travel arrangements, while serving as a central point of contact for internal and external stakeholders.
Responsibilities
Coordinate and oversee administrative, clerical, and secretarial support functions for the department to ensure smooth and efficient office operations.
Ensure all departmental administrative activities comply with hospital policies, procedures, and standards.
Maintain departmental records, databases, spreadsheets, and reporting systems, including sensitive administrative and financial information.
Assist with budget monitoring, including tracking expenditures, reconciling expenses, and supporting financial reporting and data analysis.
Support grant-related activities by assisting with application preparation, documentation, and reporting requirements.
Handle daily departmental operations such as payroll processing, personnel documentation, purchase orders, payment requests, and regulatory reporting.
Coordinate fellowship, residency, training grant, and other educational programs, including tracking applications, scheduling interviews, and supporting credentialing and licensure processes.
Plan and manage logistics for meetings, seminars, conferences, and special events, including scheduling, room reservations, materials preparation, registration management, and expense tracking.
Provide executive-level administrative support by managing calendars, scheduling meetings, and coordinating travel arrangements for department leadership.
Prepare agendas, compile meeting materials, and ensure timely distribution of documents to participants.
Oversee office supply inventory, including ordering, tracking, and maintaining adequate stock to support departmental needs.
Coordinate maintenance and repair of office equipment and liaise with vendors and service providers as needed.
Prepare, proofread, edit, and distribute correspondence, reports, presentations, and other administrative, clinical, research, and financial documents.
Deliver professional and responsive customer service to internal and external stakeholders, including staff, clinicians, trainees, and partners.
Collaborate with talent acquisition and operations teams as needed, including supporting recruitment-related administrative tasks.
Essential Skills
Previous experience as an executive assistant or in a similar executive administrative support role.
Strong data entry skills with high attention to accuracy and detail.
Demonstrated experience providing executive support, including calendar management and meeting coordination.
Proficiency in Microsoft Office, including Outlook, Word, and Excel.
Experience with calendar management and complex scheduling for leadership and teams.
Proven administrative assistance experience in a professional office environment.
Strong customer service skills and the ability to interact professionally with a wide range of stakeholders.
Polished written and verbal communication skills and professional interaction style.
Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
Comfort working within healthcare or hospital settings.
Willingness and ability to travel on-site to the office as needed, based on operational requirements.
Additional Skills & Qualifications
Peoplesoft experience is helpful, with willingness to complete an eProcurement training class.
Experience supporting talent acquisition or recruitment operations.
Experience in healthcare administration, hospital administration, or a related administrative field.
Experience coordinating educational programs such as fellowships, residencies, or training grants.
Familiarity with financial processes such as budget monitoring, expense reconciliation, and financial reporting.
Experience preparing and formatting professional correspondence, reports, and presentations.
Ability to handle sensitive and confidential administrative and financial information with discretion.
Comfort working in a hybrid environment that combines remote work with on-site responsibilities.
Work Environment
This role operates in a professional business office setting within a hospital environment when not working remotely. The position follows a hybrid schedule, typically requiring on-site presence at the office in Boston one to two days per week, with additional on-site visits as needed based on operational direction. The work involves regular use of computers and standard office software, including Microsoft Outlook, Word, and Excel, as well as hospital systems such as Peoplesoft and eProcurement tools. The environment is collaborative and fast-paced, with frequent interaction with clinical staff, administrators, and trainees. Professional business attire is expected when on-site, reflecting the hospital and office setting.
Job Type & Location
This is a Contract position based out of Boston, MA.
Pay and Benefits
The pay range for this position is $27.00 - $35.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a hybrid position in Boston,MA.
Application Deadline
This position is anticipated to close on Jun 25, 2026.
About Actalent
Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
