Administrative Assistant

With a passion for excellence and a focus on client success, InterSystems provides data management, strategic interoperability, and analytics platforms used in healthcare, financial services, government, and other industries. In selected countries, InterSystems also offers unified healthcare applications, based on its core technologies, that deliver on the promise of connected healthcare. Founded in 1978, InterSystems is a privately held company headquartered in Cambridge, Massachusetts (USA), with offices worldwide, and its products are used daily by millions of people in more than 100 countries. For more information, visit InterSystems.com.

We are seeking a highly organized and proactive full-time Administrative Assistant to join our team. The ideal candidate will have a strong administrative background and be adept at managing office operations, supporting staff, have excellent communication skills, be computer proficient, and have a strong sense of professionalism. This role is pivotal in maintaining an efficient and productive office environment.

Responsibilities:

• Manage inventory and procurement of office supplies, furniture, and computer equipment, ensuring a well-stocked and organized workspace.
• Assist with onboarding employees including ordering equipment and organizing workspaces.
• Coordinate events and travel, including hotel accommodations and flights, in-office meals, lunch and dinner reservations, and meeting arrangements.
• Assist in processing and tracking expenses for reimbursement including scanning receipts and categorizing expenses.
• Manage office vendors including maintenance, janitorial, and other service providers.
• Scan, organize, and distribute incoming mail; manage outgoing mail.
• Maintain and organize digital files and records, ensuring easy access and efficient data management.
• Perform bookkeeping tasks such as processing vendor bills, collecting vendor W-9s or other vendor information, communicating with vendors.
• Assist with HR-related administrative tasks, such as coordinating trainings and other employee-related activities.
• Support special projects including software transitions and data migration.
• Create, format, and edit Microsoft Word, Excel, PowerPoint, and/or PDF documents.
• Reception coverage as needed.

Qualifications:

• 3-5+ years of office administrative experience
• Excellent organizational skills
• Ability to proactively anticipate needs and identify issues
• Strong verbal and written communication skills
• Flexibility to handle a variety of tasks and adapt to changing priorities
• Proficient in Microsoft Office Suite

Employment:

• Full-time (37.5 hours per week) with competitive compensation.
• Five day on-site working location at our office 

We are an equal-opportunity employer and do not discriminate because of race, color, religion, sex, national origin, ancestry, marital status, veteran status, age, disability, sexual orientation or gender identity or expression or any other legally protected category. InterSystems is an E-Verify Employer in the United States.

About InterSystems

InterSystems, a creative data technology provider, delivers a unified foundation for next-generation applications for healthcare, finance, manufacturing, and supply chain customers in more than 80 countries. Our data platforms solve interoperability, speed, and scalability problems for large organizations around the globe to unlock the power of data and allow people to perceive data in imaginative ways. Established in 1978, InterSystems is committed to excellence through its 24×7 support for customers and partners around the world. Privately held and headquartered in Boston, Massachusetts, InterSystems has 38 offices in 28 countries worldwide. For more information, please visit InterSystems.com.

AI Disclaimer

InterSystems may use AI tools for its internal operations including administrative tasks during recruitment (e.g., organizing candidate information).  InterSystems’ approach to AI is guided by the InterSystems Responsible AI Guidelines. AI is not used to make or influence hiring decisions. All decisions are made by InterSystems employees.

Candidates may use AI for CV or interview preparation, provided materials are truthful and reflect their own experience.  AI tools and third-party transcription services must not be used during interviews or assessments.

Please note that the use of wearable technology, including any AI-related tools or other technology-connected devices (such as META or Google smart glasses and/or wearables, and/or any similar devices), is strictly prohibited during the interview and screening process with InterSystems.  Any applicant who requires a wearable device or any type of technology support during the interview process as a reasonable accommodation under the ADA or applicable state or country laws and regulations must contact the InterSystems Human Resources Department prior to attending or participating in any interview or screening process.