Administrative Specialist I

Boston, MA 02108 | Direct Hire

Job ID: 4797 Category: Administrative Assistant


This position provides a variety of administrative functions to staff, faculty and across departments at one of Boston’ s most prominent hospitals. Full time, direct hire.


  • Planning and preparing conferences or retreats and coordinating travel arrangements
  • Booking venues, coordinating speakers, arranging for audiovisual equipment, ordering food services, and activities
  • Coordinating departmental group meetings, including conference room scheduling
  • General office duties (copying, filing, faxing, sorting mail, greeting visitors, maintaining the office)
  • Light typing, basic document preparation, data entry, and may handle mass mailing projects
  • Where applicable, assists in obtaining keys, lockers, lab coats and notebooks
  • Ordering and maintaining office supplies
  • Answers phones and directs calls to appropriate parties
  • Cover for other staff during absences
  • Correspondence, letters of recommendation, Excel spreadsheets, PowerPoint presentations
  • Proofreading and editing grant applications and manuscripts
  • Academic and hospital appointment processes, maintenance of licenses, credentialing and certifications
  • Recruitment support of candidates, and performance review evaluations for staff
  • Monthly expense reports, reconciliations, requests for vendor payments, creates invoices
  • Website maintenance as needed
  • Assist with training new administrative support staff


  • Bachelor' s degree preferred
  • Minimum of 3-5 years’ relevant experience
  • Experience working in a medical research setting or technology business environment is preferred
  • Microsoft Office, Microsoft Outlook, and Excel
  • Excellent written and verbal communication and superior customer service skills
  • Ability to interact professionally with peers, leadership and external contacts
  • Discretion with confidential information
  • Ability to multitask, organize, prioritize and follow-through


To apply:
  • Forward your most up to date resume in a Microsoft Word document
  • Please include your phone number and preferred email address


Hire Partnership, LLC |

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