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Rhapsody · 2 months ago

Onsite Administrative Assistant (Part Time)

Boston, Massachusetts, United States

Full-time, Part-time

Onsite

New Grad, Entry Level

Rhapsody is a company focused on innovating healthcare data exchange and quality solutions. They are seeking a highly organized and proactive Administrative Assistant to provide onsite support for their Boston office, managing office operations, meeting logistics, and vendor relations to ensure smooth day-to-day activities.

Hospital & Health Care

Comp. & Benefits

Responsibilities

Maintain an efficient stock of office and pantry supplies, proactively ordering and restocking as necessary to support daily operations and special events

Develop and implement office policies and procedures (i.e. reserving conference rooms, requesting access badges) that align with company standards, ensuring consistent adherence across all teams

Manage incoming and outgoing mail, courier services, and deliveries

Monitor office cleanliness and liaise with building cleaning staff to ensure a tidy environment

Serve as backup to the Executive Operations Partner, supporting the CEO, and providing project support to G&A functions, as needed

Greet visitors, clients, and employees, ensuring a welcoming and professional environment

Coordinate and support all aspects of onsite meetings, including room reservations, set-up, catering, technology needs, and receiving visitors and/or vendors as needed to ensure an organized and efficient experience for all participants

Provide refreshments and ensure meeting rooms are clean and equipped. Assist with planning and coordinating onsite and virtual meetings, events, and team activities

Assist with planning and coordinating company events and team activities

Coordinate with the building to notify security of upcoming visitors and guests and create access badges for the Boston-based office team

Serve as the point of contact for any building or maintenance needs, coordinating with vendors and service providers to resolve issues efficiently

Act as a central communication point within the Boston office, handling inquiries, assisting employees, and maintaining an organized, welcoming environment

Serve as the onsite Emergency Coordinator, staying informed of all routine and non-routine building tests and ensuring the office is prepared for emergencies

Assist with scheduling and calendar coordination for the executive team, including meetings, travel management, and recurring commitments

Handle expense reports, purchase orders, and invoice processing in a timely and accurate manner

Provide general administrative support such as correspondence, document preparation, and data entry

Maintain confidentiality and handle sensitive information with professionalism and discretion

Anticipate the needs of the executive team and proactively offer support to ensure smooth operations

Qualification

Microsoft Office SuiteOrganizational skillsConcurVideo conferencing toolsAI toolsInterpersonal skillsCommunication skills

Required

Ability to work part-time (up to 25 hours), onsite 2-3 days each week, and as needed

Bachelor's degree or equivalent experience in business administration, human resources or a related field

Exceptional organizational skills and ability to multitask effectively in a fast-paced environment

Strong interpersonal and communication skills, with a high level of professionalism and a friendly, people-oriented demeanor

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with video and audio-conferencing tools (i.e. Microsoft Teams, Zoom)

Ability to prioritize tasks with a calm and proactive approach

Preferred

Experience using Concur for expense reimbursements

Embrace AI-enhanced workflows: Leverage AI tools (e.g., ChatGPT, GitHub Copilot) to increase efficiency, improve decision-making, and continuously explore new ways to augment your work with emerging technologies