Administrative Assistant

Published June 27th, 2024

Temp to Potential Perm (covering extended mat leave but possible perm due to changes in department)
Temp Pay: $23 – $25/hr
Location: Boston, MA

  • 5 days onsite

Hours: Monday  – Friday 8:30am-5:00pm OR 9:00am – 5:30pm 

Job Description

  • Working with a team of 6 other admins
  • Research background is helpful but not required
  • Must be familiar with Outlook and Calendaring 
  • Expense reporting strongly preferred – must at least have familiarity with the fundamentals of expenses
  • Answering faxes, phones, etc
  • Assist with projects as needed
  • Responsible for light typing, basic document preparation, data entry, and may handle mass mailing projects.
  • Responsible for scheduling meetings for individuals supported, including conference room scheduling. May be responsible for very limited patient appointment scheduling/reconciliation.
  • Coordinates travel arrangements for individuals supported, as well as laboratory personnel, postdoctoral candidates and visiting speakers. 
  • May assist with the onboarding and training of new staff members. Where applicable, assists in obtaining keys, lockers, lab coats and notebooks.
  • Responsible for ordering of supplies and ensures equipment is maintained
  • Answers phones and directs calls to appropriate parties.
  • Responsible for general office duties such as copying, filing, faxing, sorting mail, greeting visitors and maintaining the cleanliness of office area. 
  • May be asked to cover for other administrative support staff during absences.
  • Perform duties related to other special projects as required.
  • Responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordination of speakers, arranging for audiovisual equipment and ordering of food services and may be involved in fundraising activities for the event. 
  • Prepares general correspondence, letters of recommendations, creates Excel spreadsheets, revises existing PowerPoint presentations
  • Assists with grant applications and manuscript preparation (including proofreading and editing). 
  • May be responsible for academic and hospital appointment processes, and the maintenance of licenses, credentialing and certifications. 
  • May be responsible for the recruitment support of candidates, and coordination performance review evaluations for staff and faculty.
  • Prepares monthly expense reports, performs P-Card reconciliations, processes requests for vendor payments and creates invoices.
  • May be asked to be a representative in committees, cross-department responsibilities and/or task forces.
  • May be responsible for website maintenance as needed.
  • May coordinate moves, meetings assignments, equipment upkeep and timekeeping oversight


  • Bachelor’s degree preferred
  • Minimum of 2-4 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
  • Excellent written and oral communication skills.
  • Knowledgeable of computer applications including Microsoft Office, Microsoft Outlook, and Excel. 
  • Strong customer service skills and the ability to interact professionally with peers, leadership and external contacts.
  • Must possess the ability to maintain confidentiality and pay attention to detail.
  • Excellent ability to organize, prioritize and follow-through. 
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