Administrative Assistant – Healthcare | Needham, MA | 13-Week Contract

Job ID: 172306
Location: Needham, MA (Onsite)
Duration: 13-Week Contract
Schedule: Monday–Friday, 7:30 AM – 4:00 PM (40 Hours/Week)

Administrative Assistant – Healthcare / Clinic Setting

Sigma, Inc. is seeking an experienced Administrative Assistant to support the AMB Department at Beth Israel Deaconess Medical Center in Needham, MA. This position is ideal for a highly organized administrative professional with prior experience in a healthcare, urgent care, or clinic environment.

The successful candidate will provide comprehensive administrative support, coordinate meetings and events, manage calendars and appointments, prepare reports and presentations, and serve as a key resource for departmental operations.

Key Responsibilities

Administrative & Office Support

• Answer and direct incoming telephone calls professionally and efficiently.
• Schedule appointments and maintain calendars for department personnel.
• Organize conference calls, meetings, and travel arrangements as needed.
• Prepare meeting materials and coordinate logistics for meetings and events.

Meeting & Committee Coordination

• Schedule and organize committee meetings and departmental gatherings.
• Prepare agendas, meeting packets, and supporting documentation.
• Record, prepare, and distribute meeting minutes.
• Coordinate meeting locations and participant communications.

Event & Program Support

• Assist with planning and coordinating departmental programs, seminars, workshops, and special events.
• Coordinate vendors, supplies, and service requests.
• Support operational and administrative projects as assigned.

Documentation & Reporting

• Maintain department files, databases, and records.
• Compile recurring and ad hoc reports using information from multiple sources.
• Prepare presentations, charts, graphs, and formatted reports.
• Compose, edit, and proofread correspondence, reports, and professional documents.
• Assist with preparation of technical, scientific, and specialized documentation.

Required Qualifications

• High School Diploma or GED required.
• Associate Degree preferred.
• Minimum 2 years of administrative support experience.
• Prior experience working in an urgent care, clinic, physician practice, ambulatory care, or healthcare setting is required.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Strong attention to detail and accuracy.

Preferred Qualifications

• Experience supporting healthcare leadership, physicians, clinical teams, or hospital departments.
• Experience preparing meeting agendas, minutes, reports, and presentations.
• Advanced Microsoft Office skills, including:
  • Microsoft Word
  • Excel
  • Outlook
  • PowerPoint
• Experience working with healthcare databases, scheduling systems, or electronic records.