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

Executive Administrative Support:

• 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.