General Application: Receptionist / Administrative Assistant

Job Description

Job Description

Administrative Assistant & Receptionist Opportunities

Boston IVF is actively seeking professional, customer-focused Administrative Assistants and Receptionists to join our growing team. We are building a talent pipeline for current and future opportunities across our Boston, Waltham, and Concord locations. If you have experience in administration, front desk operations, customer service, healthcare support, hospitality, or office coordination, we encourage you to apply.

Current Opportunities

• Waltham, MA - Receptionist (Full-Time): Monday-Friday, 6:30 AM-2:30 PM or 9:00 AM-5:00 PM.  Rotating weekends and holiday coverage required.
• Waltham, MA - Administrative Assistant (Full-Time): Monday-Friday, 9:00 AM-5:00 PM.
• Concord, MA - Administrative Assistant (Full-Time): Monday-Friday, 9:00 AM-5:00 PM.
• Boston, MA - Receptionist (Full-Time): Monday-Friday, 6:30 AM-2:30 PM.  Rotating weekends and holiday coverage required.

Position Summary

Administrative Assistants and Receptionists serve as the first point of contact for patients, visitors, and staff while providing essential administrative support to ensure smooth daily operations. The ideal candidate is highly organized, customer-service oriented, and thrives in a fast-paced professional environment.

Essential Functions and Responsibilities

• Greet and assist patients, visitors, and vendors in a friendly and professional manner.
• Answer, screen, and direct incoming phone calls.
• Schedule, confirm, and manage appointments and calendars.
• Maintain accurate records and documentation.
• Provide information and assistance regarding appointments, office procedures, and general inquiries.
• Coordinate communication between patients and clinical or administrative staff.
• Manage provider, department, or office schedules as needed.
• Handle incoming and outgoing correspondence.
• Perform general clerical duties including filing, scanning, data entry, and document preparation.
• Assist with maintaining organized office operations and supplies.
• Deliver exceptional customer service while maintaining confidentiality and professionalism.
• Support team members with administrative tasks and special projects as assigned.

Education Requirements

• High School Diploma or GED required.
• Associate's degree in business administration, Administrative Management, or a related field preferred.

Qualifications & Experience

• Minimum of 2 years of experience in an administrative, receptionist, front desk, or related role preferred.
• Strong customer service experience required.
• Experience working in a healthcare, medical office, hospitality, or professional office environment is a plus.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multitask and prioritize responsibilities.
• Ability to work independently and collaboratively within a team environment.

Technical Skills

• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Experience with scheduling software, electronic records systems, or medical office software preferred.
• Strong computer and data entry skills.

What We're Looking For

Successful candidates are:

• Friendly, welcoming, and professional.
• Detail-oriented and highly organized.
• Comfortable managing multiple priorities in a fast-paced environment.
• Strong problem-solvers with excellent interpersonal skills.
• Dependable, flexible, and team-oriented.
• Committed to delivering an outstanding patient and customer experience.

Benefits

IVI-RMA offers a comprehensive benefits package to employees working 30 or more hours per week, including:

• Medical, Dental, and Vision Insurance
• 401(k) Retirement Plan
• Paid Time Off and Paid Holidays
• Company-Paid Life Insurance, AD&D, and Long-Term Disability
• Flexible Spending Accounts (FSA)
• Employee Assistance Program (EAP)
• Tuition Reimbursement

Equal Opportunity Employer

IVIRMA is an Equal Opportunity Employer and is committed to creating an inclusive workplace free from discrimination and harassment. All employment decisions are based on business needs, job requirements, and individual qualifications. We encourage qualified applicants of all backgrounds, experiences, and ages to apply.