Administrative Assistant

BlueWind Medical is seeking a highly organized and proactive Administrative Assistant to support our Boston-area office. This role is the operational backbone of day-to-day office life — keeping meetings, travel, vendor relationships, and internal processes running smoothly. You'll work closely with leadership and cross-functional teams, making this a great opportunity for someone who enjoys variety, problem-solving, and being the person others rely on to keep things on track. What You'll Do 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 Education/Requirements 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 #J-18808-Ljbffr