Administrative Assistant

BlueWind Medical; Boston (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

BlueWind Medical is seeking a highly organized Administrative Assistant to support our Boston-area office. This role is the operational backbone of day-to-day life, keeping meetings, travel, vendor relationships, and internal processes running smoothly.

You will work closely with leadership and cross-functional teams, handling scheduling, onboarding, IT support, expense tracking, and general projects with initiative.

Qualifications

• Associate's or Bachelor's degree preferred.
• 3+ years of relevant administrative experience.
• Strong organizational skills with ability to multi-task.
• Excellent time management and follow-through.
• Strong interpersonal and communication skills; interface with staff at all levels.

Responsibilities

• Coordinate scheduling for internal and external meetings, including calendar management.
• Support bi-weekly leadership team meeting: notes, slides, and action items.
• Assist with meeting and event coordination, including board-meeting logistics.
• Manage the general email inbox and respond to routine inquiries in a timely, professional manner.
• Arrange travel logistics and prepare itineraries.
• Submit and track expense reports (e.g., Concur/RAMP).
• Oversee day-to-day office management and vendor relationships.
• Support onboarding tasks and IT helpdesk tickets.
• General projects and maintain organized filing and compliance records.

Skills

Organizational skills

Time management

Multi-tasking

Communication skills

Interpersonal skills

Education

Associate's or Bachelor's degree

Tools

Microsoft Office

Outlook

Concur

SharePoint

Salesforce

Job description

BlueWind Medical is seeking a highly organized and proactive Administrative Assistant to support our Boston-area office. This role is the operational backbone of day-to-day office life — keeping meetings, travel, vendor relationships, and internal processes running smoothly. You'll work closely with leadership and cross-functional teams, making this a great opportunity for someone who enjoys variety, problem-solving, and being the person others rely on to keep things on track.

What You'll Do

Office & Meeting Support

• Coordinate scheduling for internal and external meetings, including calendar management and logistics
• Support the bi-weekly leadership team meeting — consolidating notes, slides, and action items
• Assist with meeting and event coordination, including occasional board-meeting logistics
• Manage the general email inbox and respond to routine inquiries in a timely, professional manner

Travel & Expenses

• Arrange travel logistics (flights, hotels, meals) and prepare itineraries
• Submit and track expense reports on behalf of team members (e.g., via Concur/RAMP)
• Serve as point of contact for the corporate credit card program
• Oversee day-to-day office management, maintenance, and logistics
• Manage relationships with vendors such as shared workspace providers, shipping/courier accounts, and car rental contracts
• Track renewals and changes for service agreements and support related administrative filings

IT & Onboarding Support

• Support new-hire onboarding tasks, such as ordering equipment
• Submit and track IT helpdesk tickets and distribution list/group updates on behalf of staff
• Assist with basic device/inventory tracking as needed

General Support

• Take on general projects and assignments as directed by management
• Maintain organized filing and documentation for administrative and compliance-related records

Education/Requirements

• Associate's or Bachelor's degree preferred
• 3+ years of relevant administrative experience
• Strong organizational skills with the ability to multi-task and manage competing priorities independently
• Excellent time management and follow-through
• Strong interpersonal and communication skills; comfortable interfacing with staff at all levels
• Proficiency with common office/productivity tools (e.g., Microsoft Office, Outlook); experience with tools such as Concur, SharePoint, or Salesforce a plus