Administrative Assistant

Responsibilities

• Manage complex executive calendars, schedule meetings, coordinate conference calls, and arrange detailed travel itineraries while ensuring priorities and deadlines are met.
• Track contracts, vendor agreements, invoices, and payment schedules, while collaborating with finance and accounts payable teams to ensure timely processing and reconciliation.
• Support biomedical operations through asset management, maintenance scheduling, work order coordination, inventory tracking, and vendor service management within TMS systems.
• Generate reports related to inventory, maintenance history, financial planning, and department operations.
• Cook up shipments intake and outbound equipment logistics, including receiving documentation, shipping labels, tracking records, and vendor communications.
• Prepare presentations, meeting materials, agendas, minutes, and other business communications while serving as a primary point of contact.

Qualifications

• 5+ years of experience in an Executive Assistant, Administrative Coordinator, Operations Coordinator, or related support role.
• Proven experience managing executive calendars, scheduling priorities, and other administrative responsibilities.
• Strong understanding of financial processes including invoice management, contract tracking, expense reconciliation, and accounts payable coordination.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience interacting with vendors, maintaining service agreements, and coordinating operational projects in a healthcare, hospital, or regulated environment preferred.
• Strong organizational skills with the ability to manage confidential information, prioritize competing tasks, and work independently.

Pay

$30 - $40 Hourly (depending on experience)

Benefits

Comprehensive benefits package including medical, dental, vision, and retirement plans

Schedule

6 Month Contract to Hire