Administrative Assistant

BlueWind Medical Inc; United States; On-site; USD 59,000 - 72,000; Full time

Job summary

BlueWind Medical Inc. is seeking an Administrative Assistant in Boston, MA to deliver office, meeting, and travel support with strong organizational and communication skills. You will manage calendars, assist with onboarding, coordinate events, and handle email inquiries in a fast-paced environment.

The role requires 3+ years of administrative experience and a degree, with proficiency in MS Office and Outlook; familiarity with Concur, SharePoint, or Salesforce is a plus.

Qualifications

• Associate's or Bachelor's degree preferred.
• 3+ years of relevant administrative experience.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication.
• Proficiency with MS Office, Outlook; experience with Concur, SharePoint, or Salesforce a plus.

Responsibilities

• Coordinate scheduling for internal and external meetings, including calendar management and logistics.
• Support bi-weekly leadership team meetings — 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.
• Arrange travel logistics and prepare itineraries; submit and track expense reports.
• Oversee day-to-day office management, maintenance, and vendor relationships.
• Support onboarding tasks and IT helpdesk tickets for staff.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Interpersonal skills

Calendar management

Office software

Problem-solving

Education

Associate's or Bachelor's degree preferred

Tools

Microsoft Office Suite

Outlook

Concur

SharePoint

Salesforce

Excel

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant

Full Time Boston, MA US

Salary: $65,000.00 Annually

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

What We're Looking For

• 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