Executive Assistant

163560 Executive Assistant, Boston, MA, 8 Months Contract
Sigma, Inc is looking for an Executive Assistant to work onsite with Beth Israel Deaconess Medical Center in Boston, MA.

Shift timings : Monday–Friday, 8:30 AM–5:00 PM

Position Overview :
BIDMC is seeking an experienced Executive Assistant / Clerkship Coordinator to provide high-level administrative and operational support to the Chief Administrative Officer (CAO) of Neurology and oversee the Harvard Medical School (HMS) Neurology Clerkship. The ideal candidate is highly organized, proactive, and accountable, with excellent written and verbal communication skills, and thrives in a fast-paced academic healthcare environment.

Qualifications :

• 5–8 years of relevant administrative experience (academic healthcare preferred)
• Executive Assistant and Clerk Coordinator experience required
• Bachelor's degree preferred
• Advanced skills with Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Access) and other web-based tools
• Must be separated from BILH for 6+ months

Key Responsibilities – Executive Assistant:

• Provide high-level support to the CAO including calendar management, task prioritization, long-term planning, and departmental coordination
• Serve as payroll delegate for CAO and scientific investigators (80–100 timesheets weekly)
• Track and manage department projects, meetings, agendas, minutes, and deadlines
• Facilitate faculty recruiting, onboarding/offboarding, credentialing, and payer enrollment
• Coordinate physician onboarding logistics across BIDMC, HMFP, and affiliates
• Manage departmental office space, moves, inventory, and facilities coordination
• Oversee annual compliance tracking for faculty and staff (Oct–Dec)
• Maintain organized departmental resources (OneDrive/SharePoint)
• Support academic and faculty administrative tasks, including appointments and HMS coordination

Key Responsibilities – Clerkship Coordinator :

• Manage logistics for HMS Neurology Clerkship rotations (4–6 students/month)
• Handle student onboarding requirements (Workday, EOHS, Epic, IT, badge access)
• Serve as primary student contact for orientation, schedule design, and day-to-day needs
• Maintain the clerkship Canvas course, including announcements and assignments
• Track and manage student evaluations (OASIS and BLUE) and coordinate feedback sessions
• Ensure compliance with HMS academic policies, calendars, and evaluation deadlines