Sr Administrative Assistant at Sigma Systems, Inc. in Boston, MA

Job description

• Sr. Administrative Assistant – Boston, MA – 13-Week Contract
• Sigma, Inc. is seeking an experienced Sr. Administrative Assistant to support the Medicine Administration department at a major healthcare organization in Boston, MA.
• Location: Boston, MA
• Duration: 13 Weeks
• Start Date: October 19, 2026
• Schedule: Monday–Friday
• Hours: 7:30 AM–4:00 PM, 40 hours per week
• Work Arrangement: Onsite
• The Sr. Administrative Assistant will provide high-level administrative and operational support to department leadership. This position coordinates departmental activities, manages complex administrative processes, prepares reports and presentations, assists with budget and expense tracking, and serves as a key liaison with senior management, physicians, staff, vendors, and other internal and external contacts.
• The ideal candidate will have significant administrative experience supporting senior leadership within a complex organization. Previous experience in a hospital, healthcare, university, or academic environment is strongly preferred.

Responsibilities

• Coordinate and administer day-to-day administrative activities for the department.
• Develop, maintain, and support departmental procedures, processes, communications, services, and administrative systems.
• Serve as a primary administrative resource and liaison for department leadership, staff, physicians, vendors, and other internal and external contacts.
• Handle complex, sensitive, and confidential information with discretion.
• Research and independently follow through on information requests and administrative issues.
• Manage complex calendars, meetings, appointments, and schedules.
• Coordinate departmental, hospital, vendor, customer, and offsite meetings.
• Assist with planning departmental meetings, events, and other special activities.
• Coordinate travel arrangements and expense reimbursements.
• Monitor departmental budget activity and compare projected versus actual expenditures.
• Prepare regular and ad hoc operational and financial reports for senior management.
• Assist with invoice processing, bill payment, accounts payable, and expense tracking.
• Work with accounting and finance teams to help ensure departmental charges and payments are accurate.
• Manage the administrative flow of contracts, legal documents, invoices, and other departmental documentation.
• Prepare confidential correspondence, reports, spreadsheets, charts, and other materials for senior leadership.
• Create and edit PowerPoint presentations.
• Develop and maintain Excel spreadsheets used for tracking, reporting, and analysis.
• Represent the department at meetings and serve on committees as assigned.
• Participate in and help coordinate special projects and interdisciplinary initiatives.
• Provide guidance and administrative support to other staff within the department.
• Assist with training new staff on departmental and organizational procedures.

Requirements

• High School Diploma or GED required.
• 5–8 years of related administrative experience.
• Experience providing high-level administrative support in a professional environment.
• Outlook
• Word
• Excel
• PowerPoint
• Strong calendar and meeting-management experience.
• Ability to create complex documents, reports, spreadsheets, presentations, and tracking tools.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Ability to interact professionally with senior management, physicians, employees, patients, visitors, vendors, and other external contacts.
• Ability to handle confidential and sensitive information appropriately.
• Strong problem-solving skills and ability to work independently.
• Bachelor's degree.
• Previous experience working in a hospital, healthcare, medical, university, or academic administration environment.
• Experience supporting senior executives, department directors, physicians, or other senior-level leadership.
• Experience with departmental budgets, expenses, invoicing, accounts payable, or financial reporting.

Skills

Required

• Strong organizational skills
• Strong problem-solving skills
• Ability to work independently