Administrative Assistant Healthcare | Needham, MA | 13-Week Contract

Administrative Assistant Healthcare

Sigma, Inc. is seeking an experienced Administrative Assistant to support the AMB Department at Beth Israel Deaconess Medical Center in Needham, MA. This position is ideal for a highly organized administrative professional with prior experience in a healthcare, urgent care, or clinic environment.

The successful candidate will provide comprehensive administrative support, coordinate meetings and events, manage calendars and appointments, prepare reports and presentations, and serve as a key resource for departmental operations.

Administrative & Office Support

• Answer and direct incoming telephone calls professionally and efficiently.
• Schedule appointments and maintain calendars for department personnel.
• Organize conference calls, meetings, and travel arrangements as needed.
• Prepare meeting materials and coordinate logistics for meetings and events.

Meeting & Committee Coordination

• Schedule and organize committee meetings and departmental gatherings.
• Prepare agendas, meeting packets, and supporting documentation.
• Record, prepare, and distribute meeting minutes.
• Coordinate meeting locations and participant communications.

Event & Program Support

• Assist with planning and coordinating departmental programs, seminars, workshops, and special events.
• Coordinate vendors, supplies, and service requests.
• Support operational and administrative projects as assigned.

Documentation & Reporting

• Maintain department files, databases, and records.
• Compile recurring and ad hoc reports using information from multiple sources.
• Prepare presentations, charts, graphs, and formatted reports.
• Compose, edit, and proofread correspondence, reports, and professional documents.
• Assist with preparation of technical, scientific, and specialized documentation.

Required Qualifications

• High School Diploma or GED required.
• Associate Degree preferred.
• Minimum 2 years of administrative support experience.
• Prior experience working in an urgent care, clinic, physician practice, ambulatory care, or healthcare setting is required.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced healthcare environment.
• Strong attention to detail and accuracy.

Preferred Qualifications

• Experience supporting healthcare leadership, physicians, clinical teams, or hospital departments.
• Experience preparing meeting agendas, minutes, reports, and presentations.
• Advanced Microsoft Office skills, including:
• Microsoft Word
• Excel
• Outlook
• PowerPoint
• Experience working with healthcare databases, scheduling systems, or electronic records.