Administrative Assistant

Beacon Hill Staffing Group; Burlington (MA); Hybrid; USD 40,000 - 57,000; Full time

Job summary

Beacon Hill Staffing Group seeks an Administrative Assistant for a 3+ month temporary assignment in Burlington, MA. The role supports executives with calendars, travel, expense reporting and HR/IT operations in a hybrid onsite environment.

Requires 3+ years of administrative experience and strong Microsoft 365/SharePoint skills. Responsibilities include onboarding/offboarding, vendor coordination, interviews, and confidential record keeping, with a focus on proactive, independent priority

Qualifications

• 3+ years administrative experience supporting managers or executives.
• Strong calendar management, travel coordination, and expense reporting.
• Exposure to HR administration or IT support, or both.
• Advanced proficiency with Microsoft 365 and SharePoint.
• Familiar with Expensify, Concur or Ramp for expenses.
• Excellent written and verbal communication with discretion.

Responsibilities

• Manage complex calendars for managers and executives across time zones.
• Coordinate domestic and international travel, including visas and itineraries.
• Prepare and reconcile expense reports, track receipts and reimbursements.
• Process invoices and purchase requests; maintain vendor records with Finance.
• Coordinate internal meetings, events and offsites, including catering.
• Draft correspondence, presentations and meeting notes.
• Coordinate onboarding and employee offboarding activities.
• Maintain confidential HR records and documentation.
• Schedule interviews and coordinate logistics with candidates and hiring managers.
• Assist with time-off tracking, payroll inputs, benefits enrollment, training and compliance.
• Support employee engagement and internal communications.
• Assist with basic IT operations, user accounts, licenses and inventory.
• Track IT tickets and coordinate with IT vendors; maintain IT documentation.

Skills

Calendar management

Travel coordination

Expense reporting

Microsoft 365

SharePoint

HR administration

IT support

Communication

Discretion

Independent work

Education

High school diploma

Bachelor's degree preferred

Tools

Expensify

Concur

Ramp

SharePoint

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. A growing international biotechnology company is seeking an Administrative Assistant for a 3+ month temporary assignment. This hybrid position pays $35/hour, works Monday-Friday, 9:00 AM-5:00 PM, and requires the ability to work onsite in Burlington, MA. The ideal candidate has 3+ years of administrative experience and is a proactive, flexible self-starter who can independently manage priorities while supporting administrative, HR, and basic IT operations.

Job Responsibilities

• Manage complex calendars for managers and executives, including scheduling across time zones and resolving conflicts.
• Coordinate domestic and international travel, including flights, hotels, transportation, visas, and detailed itineraries.
• Prepare and reconcile expense reports, track receipts, and follow up on reimbursements.
• Process invoices and purchase requests and maintain vendor records in partnership with Finance.
• Coordinate internal meetings, team events, and offsites, including catering, materials, and logistics.
• Draft correspondence, presentations, reports, and meeting notes.
• Coordinate new-hire onboarding and employee offboarding activities.
• Maintain confidential employee records and HR documentation.
• Schedule interviews and coordinate logistics with candidates and hiring managers.
• Assist with time-off tracking, payroll inputs, benefits enrollment logistics, training, and compliance documentation.
• Support employee engagement activities and internal communications.
• Assist with routine IT operations, including user accounts, software licenses, and equipment inventory.
• Track IT tickets and coordinate with IT vendors as needed.
• Assist with maintaining IT documentation, onboarding checklists, and security-related reminders.

Candidate Qualifications

• 3+ years of administrative experience, including direct support to managers or executives.
• Strong calendar management, travel coordination, and expense reporting experience.
• Exposure to HR administration, IT support, or both.
• Advanced proficiency with Microsoft 365 and SharePoint.
• Experience with an expense management system such as Expensify, Concur, or Ramp.
• Strong organizational skills with the ability to manage competing priorities and deadlines.
• Professional written and verbal communication skills.
• Ability to handle confidential employee, financial, and business information with discretion.
• Comfortable learning new software and assisting with basic technology-related needs.
• Proactive, flexible, and able to work independently and identify where additional support is needed.
• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Biotechnology or fast-growing small to mid-sized company experience is a plus.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile

Company Profile:Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com .

Benefits Information

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you. Beacon Hill. Employing the Future (TM)