Senior Executive Assistant to Division Chiefs

Actalent; Boston (MA); Hybrid; USD 28,413 - 40,467; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k)

Life Insurance

Job summary

Actalent is seeking an Executive Assistant in Boston to provide high-level administrative support to departmental leadership, including Division Chiefs and the Vice Chair of Research. You will coordinate complex calendars, travel, communications, and documents, while maintaining confidentiality and professional standards.

This hybrid contract role requires strong organization and independent work in a fast-paced healthcare/academic environment, with frequent collaboration across faculty, staff,

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience.
• 3+ years of executive or sr-level administrative support experience, preferably in an academic medical center, healthcare, or research environment.
• Demonstrated ability to manage competing priorities and support multiple leaders simultaneously.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organizational, communication, and interpersonal skills.
• Strong attention to detail and ability to maintain confidentiality.
• Ability to work independently, exercise sound judgment, and thrive in a fast-paced environment.

Responsibilities

• Provide comprehensive administrative support to the Interventional Radiology Division Chief, Neuroradiology Division Chief, and Vice Chair of Research.
• Manage complex calendars, schedules, and meeting coordination across multiple leaders and stakeholders.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and travel logistics.
• Prepare and maintain curriculum vitae (CVs), faculty bios, and other professional documents.
• Process reimbursements, expense reports, and related administrative transactions in accordance with organizational policies.
• Organize and support meetings, conferences, presentations, and special events, including preparation of materials and follow-up action items.
• Serve as a point of contact between executive leadership, faculty, staff, and external partners.
• Handle confidential and sensitive information with a high degree of discretion and professionalism.
• Assist with departmental projects, reporting requirements, and operational initiatives as needed.
• Provide cross-coverage and backup support for other sr administrative staff to ensure continuity of departmental operations.
• Identify opportunities to improve administrative processes and enhance operational efficiency.

Skills

MS Office Suite

Calendar management

Travel coordination

Communication

Confidentiality

Independent work

Education

Bachelor's degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Teams

PeopleSoft/eProcurement tools

Job description

Actalent is seeking an Executive Assistant in Boston to provide high-level administrative support to departmental leadership, including Division Chiefs and the Vice Chair of Research. You will coordinate complex calendars, travel, communications, and documents, while maintaining confidentiality and professional standards.

This hybrid contract role requires strong organization and independent work in a fast-paced healthcare/academic environment, with frequent collaboration across faculty, staff,