Sr Administrative Assistant

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

Job Summary

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.

Required Qualifications

• High School Diploma or GED required.

• 5–8 years of related administrative experience.

• Experience providing high-level administrative support in a professional environment.

• Advanced proficiency with Microsoft Office applications, particularly:

  • 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.

Preferred Qualifications

• 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.

Additional Information

This is primarily a sedentary office position involving extended periods of sitting with occasional walking, standing, and lifting or moving items weighing up to approximately 10 pounds.