Administrative Assistant

• Provide administrative support to the Sales Representative team to ensure efficient daily operations
• Answer customer calls and respond to sales representative emails
• Prepare customer quotes
• Process orders
• Obtain pricing from vendors
• Assist Sales Leadership with reporting and special projects

Administrative Assistant – Sales

• Provide administrative support to physicians in clinical practice, academic, and research roles
• Answer and screen telephone calls, take messages, and direct calls
• Greet and direct patients, families, visitors, and staff
• Update patient demographic and insurance information and obtain specialist referrals
• Schedule patient appointments and coordinate ancillary appointments and procedures
• Obtain patient information and materials from referral sources
• Prepare and maintain patient records for physicians
• Liaise with other departments and external customers
• Handle confidential information and explain policies and procedures
• Collect patient co-payments and coordinate billing tickets
• Reconcile collections at the end of the business day
• Maintain physicians' clinical and administrative schedules and calendars
• Type correspondence and manuscripts, transcribe letters and patient notes, and facilitate clinical computer systems
• Prepare and distribute routine reports
• Notify, confirm, and remind patients of scheduled appointments
• Obtain authorization for radiologic exams
• Sort, copy, file, and distribute correspondence and mail
• Participate in special projects and process improvement initiatives

Administrative Assistant II, Acute Care Surgery

• Provide dedicated support to executive leaders with autonomy, discretion, and judgment
• Anticipate business needs and manage competing priorities
• Manage executive calendars and complex meeting schedules across multiple time zones
• Coordinate domestic and international travel
• Process and reconcile expenses and ensure policy compliance
• Coordinate leadership meetings, onsite visits, customer engagements, town halls, and special events
• Manage logistics, facilities, technology, and visitor support
• Report directly to the Chief Financial Officer and support the VP of Strategy

Executive Administrative Assistant

• Provide administrative support to regional staff, including scheduling meetings, maintaining calendars, and preparing correspondence
• Assist with payroll processing, purchasing requests, invoicing, and expense tracking in accordance with Trustees procedures
• Maintain organized and accurate electronic and paper files, databases, and records
• Support seasonal hiring and onboarding, including coordinating paperwork and staff communications
• Serve as a point of contact for internal and external inquiries and direct requests appropriately
• Assist with administrative coordination for programs, events, and regional meetings
• Order and track office and operational supplies as needed
• Provide general administrative and operational support across the region, including occasional assistance at regional properties
• Work with statewide support teams to build consistency across statewide systems
• Report directly to the Regional Vice President of the Western Hills & Berkshires

Regional Administrative Assistant

• Provide program information, referral, and crisis intervention services to people calling or visiting the office
• Determine suitable level of care with the clinical lead and schedule evaluations when appropriate
• Respond to calls and walk-ins from clients seeking admission
• Interview consumers to obtain information needed to meet program admission requirements
• Maintain knowledge of insurance restrictions and assign services appropriately
• Collect service coverage and eligibility information
• Inform clients of sliding fee scale and determine subsidized services when available
• Complete insurance eligibility approval and obtain initial authorization when applicable
• Document and update client demographic and billing information in the computer
• Market programs by answering questions and providing informational brochures
• Provide information on referral sources and community resources
• Assist in emergency situations involving clients seeking treatment
• Share timely information about identified risks
• Scan documents into the electronic system/file when applicable
• Attend required supervision and meetings
• Maintain program tracking requirements
• Perform other related duties as assigned

Administrative Assistant, Admissions

• Provide executive administrative support to the VP of Finance Innovation and other finance leaders
• Manage complex calendars, meeting coordination, and scheduling priorities
• Coordinate leadership meetings, business reviews, team meetings, and cross-functional discussions
• Prepare agendas, materials, notes, room logistics, visitor needs, and follow-up
• Track action items, decisions, deadlines, and priorities
• Draft, edit, and route correspondence, meeting communications, and internal updates
• Prepare executive-ready materials, reports, trackers, and presentations using Microsoft 365
• Coordinate domestic and international travel, expenses, and related logistics
• Support confidential and sensitive business matters
• Maintain digital filing systems, trackers, contact lists, and shared team resources
• Partner with internal teams and administrative colleagues to support execution and communication
• Assist with special projects, team events, local facility needs, and other leadership support

• Manage complex calendars, meeting coordination, and scheduling priorities for Finance Innovation leadership
• Coordinate leadership meetings, business reviews, team meetings, and cross-functional discussions, including agendas, materials, notes, room logistics, visitor needs, and follow-up
• Track action items, decisions, deadlines, and priorities to support leadership accountability and execution
• Draft, edit, and route correspondence, meeting communications, and internal updates
• Prepare executive-ready materials, reports, trackers, and presentations using Microsoft 365 tools
• Coordinate domestic and international travel, expenses, and related logistics
• Support confidential and sensitive business matters
• Maintain organized digital filing systems, trackers, contact lists, and shared team resources
• Partner with internal teams and administrative colleagues to support consistent execution and communication flow
• Assist with special projects, team events, local facility needs, and other leadership support as assigned
• Serve as a trusted partner to the VP of Finance Innovation and other finance leaders