Administrative Assistant

Job ID: 3702
Location: Boston, MA
Client: Sigma Inc.
Duration: 4-Month Contract
Work Arrangement: 100% Onsite

Job Summary

Sigma Inc. is seeking a detail-oriented and highly organized Administrative Assistant to provide comprehensive administrative and operational support for an academic department in Boston, MA. The ideal candidate will have strong coordination skills, excellent communication abilities, and experience supporting scheduling, events, faculty/staff operations, and administrative processes in a fast-paced environment.

Schedule

• Monday – Friday
• 40 hours per week
• Fully onsite in Boston, MA

Key Responsibilities

• Coordinate and support departmental events, including Graduation Dinner, Research Day, Lunch & Learns, Guest Dinners, and Class Photo logistics.
• Manage student onboarding activities, including kit distribution, CAGS Orientation, and Research Orientation.
• Support faculty onboarding processes, including preparation of faculty packets and coordination of faculty reviews.
• Assist with academic operations, including Mock Boards, course scheduling, Registrar-related activities, and SLC scheduling.
• Maintain departmental calendars and coordinate meetings, room reservations, and scheduling requests for faculty, Academic Affairs, and ISSO teams.
• Track and process faculty time-off requests.
• Support accreditation and compliance initiatives, including CODA preparation and documentation management.
• Coordinate resident applicant interview schedules and related administrative activities.
• Arrange resident travel accommodations, hotel bookings, and faculty lodging logistics.
• Manage procurement and inventory processes, including ordering office supplies, research materials, scrubs, and name plates through university procurement systems.
• Support student administrative processes, including SSN documentation handling and VA Scholarship coordination.
• Prepare, maintain, and distribute departmental dashboards and reports.
• Assist faculty with drafting and processing Letters of Recommendation (LORs).
• Provide general administrative support, including communication coordination, meeting participation, document preparation, and other departmental tasks as assigned.

Required Qualifications

• Previous experience as an Administrative Assistant, Program Coordinator, Department Coordinator, or similar administrative role.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Experience coordinating meetings, events, schedules, and administrative processes.
• Strong attention to detail and ability to maintain confidential information.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to work independently while supporting a collaborative team environment.

Preferred Qualifications

• Experience supporting academic, healthcare, dental, medical, or university environments.
• Experience with procurement systems, scheduling tools, and reporting dashboards.
• Experience supporting faculty, students, or professional programs.