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.