Senior Administrative Assistant

The Senior Administrative Assistant provides high-level administrative support to the Chief Human Resources Officer, CEO, and Senior Leadership Team, ensuring effective coordination of schedules, communications, documentation, and special projects. This hybrid position requires a minimum of three (3) in-office workdays per week and plays a vital role in supporting Boston MedFlight’s administrative functions, Board of Trustees, and key internal operations.

Key Responsibilities

Manage calendars, coordinate meetings, and arrange travel for CEO and Senior Leadership Team. Compose and edit correspondence, memos, presentations, and reports. Attend meetings, record minutes, and follow up on action items. Maintain central filing systems, Corporate Compliance records, and operations manuals in accordance with regulatory and accreditation standards.

Support aviation leadership with administrative tasks including monthly reporting, purchase orders, training record tracking, and policy updates. Maintain organizational contact and address databases. Board of Trustees Liaison: Schedule and coordinate Board of Trustees meetings, and all Board related committees, prepare and distribute materials, attend meetings, and take minutes.

Maintain accurate Board and committees’ records, listings, and communications. Travel Coordination: Arrange travel and itineraries for staff and visitors. Ensure compliance with HR travel policy and reconcile travel expenses. Financial Support: Track and reconcile credit card purchases and receipts. Coordinate daily deposits and documentation of check payments.

Coordinate with PFS and receptionist to address medical record requests and subpoenas in timely fashion. Reception Oversight: Supervise Receptionist, including conducting performance evaluations and scheduling backup coverage. Provide reception coverage as needed, including answering calls and greeting visitors. Support scanning and electronic filing of clinical records and forms when receptionist is not in the office.

Event Planning and Support: Assist in organizing internal and external administrative events. Coordinate catering, supplies, RSVPs, and vendor communication. Attend and support onsite or offsite events as needed. Office Supply Management: Maintain inventory of office and kitchen supplies and place regular orders. Task Prioritization & Project Management: Manage competing priorities and ensure timely completion of projects.

Proactively follow through on assignments with minimal supervision. Internal and External Communication: Represent Boston MedFlight with professionalism in all communications with employees, vendors, and external stakeholders. Other Duties: Perform additional administrative functions and special projects as assigned by the Chief Human Resources Officer or senior leadership.

Run occasional errands using personal vehicle. Attend evening or weekend events (2–3 times annually). Participate in off-site meetings as needed.

Minimum Qualifications

Minimum 3 years of experience providing administrative support to executive-level leadership. High degree of professionalism, discretion, and judgment in handling confidential information. Strong verbal, written, and interpersonal communication skills. Highly organized with the ability to prioritize multiple tasks and meet deadlines.

Strong computer proficiency, including Microsoft Office (Outlook, Word, Excel, PowerPoint). Ability to work both independently and collaboratively in a fast-paced environment. Comfortable sitting at a desk and using a computer for extended periods. Fluent in English and able to compose professional written communication.

Familiar with basic office equipment: photocopiers, fax machines, scanners, and telephone systems. Notes Must pass FBI and/or CORI background check prior to starting employment. This is a full-time, non-exempt position. This position requires current COVID-19 and seasonal flu vaccinations, subject to medical or religious exemption requests.