Onsite Office Assistant, Part Time
Rhapsody, Boston, MA, United States
Healthcare is innovating fast and AI is accelerating the pace. But AI is only as good as the data it can securely access. Today, moving data between providers, payers, and digital health innovators is still harder than it should be, and inconsistent data quality creates risk, rework, and stalled initiatives.
Our mission is to accelerate innovation by reducing the burden of data access and data quality so teams can build, deploy, and scale solutions with confidence. Rhapsody provides behind-the-scenes interoperability and data quality foundation that helps information move reliably between systems, across formats, and at the speed modern healthcare demands.
Most people won’t ever see our products during a medical visit (that’s infrastructure). Think of Rhapsody as the connective tissue and increasingly, the “data readiness” layer that enables digital transformation, analytics, and AI initiatives by making data accessible, trustworthy, and actionable.
If you want to help solve one of healthcare’s hardest problems, turning fragmented data into safe, usable information, apply at rhapsody.heal.
Position Summary We are seeking a highly organized and proactive Office Assistant to provide onsite support for our Boston office. This part‑time role focuses on general office and facility management, onsite meeting logistics, and vendor relations for our office space. The role may also support our executive team with scheduling and other administrative tasks to ensure smooth day‑to‑day operations.
Candidate Availability Candidate must be available to work onsite at our Boston, MA office on Tuesdays and Thursdays (8:00am‑5:00pm), with one additional remote workday each week.
Key Responsibilities
Office Management and Support
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.
Onsite Meeting and Event Coordination
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 to ensure an organized and efficient experience for all participants.
Assist with planning and coordinating onsite and virtual meetings, events, and team activities.
Facility Management and Vendor Coordination
Coordinate with the building to notify security of upcoming visitors and guests and create access badges for the Boston‑based office.
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.
Qualifications
Ability to work part‑time (up to 25 hours), onsite 2 days each week (Tuesday and Thursday from 8:00am‑5:00pm).
Working towards a bachelor’s degree or equivalent experience in business administration, human resources, or a related field.
Exceptional organizational skills and the 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.
Experience using Concur for expense reimbursements is preferred.
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.
Compensation
The expected pay range for this position is $25.00-$28.00 USD per hour. Actual compensation will vary based on factors such as experience, skills, and work location.
Location
Boston, MA office.
Rhapsody provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
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Our mission is to accelerate innovation by reducing the burden of data access and data quality so teams can build, deploy, and scale solutions with confidence. Rhapsody provides behind-the-scenes interoperability and data quality foundation that helps information move reliably between systems, across formats, and at the speed modern healthcare demands.
Most people won’t ever see our products during a medical visit (that’s infrastructure). Think of Rhapsody as the connective tissue and increasingly, the “data readiness” layer that enables digital transformation, analytics, and AI initiatives by making data accessible, trustworthy, and actionable.
If you want to help solve one of healthcare’s hardest problems, turning fragmented data into safe, usable information, apply at rhapsody.heal.
Position Summary We are seeking a highly organized and proactive Office Assistant to provide onsite support for our Boston office. This part‑time role focuses on general office and facility management, onsite meeting logistics, and vendor relations for our office space. The role may also support our executive team with scheduling and other administrative tasks to ensure smooth day‑to‑day operations.
Candidate Availability Candidate must be available to work onsite at our Boston, MA office on Tuesdays and Thursdays (8:00am‑5:00pm), with one additional remote workday each week.
Key Responsibilities
Office Management and Support
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.
Onsite Meeting and Event Coordination
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 to ensure an organized and efficient experience for all participants.
Assist with planning and coordinating onsite and virtual meetings, events, and team activities.
Facility Management and Vendor Coordination
Coordinate with the building to notify security of upcoming visitors and guests and create access badges for the Boston‑based office.
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.
Qualifications
Ability to work part‑time (up to 25 hours), onsite 2 days each week (Tuesday and Thursday from 8:00am‑5:00pm).
Working towards a bachelor’s degree or equivalent experience in business administration, human resources, or a related field.
Exceptional organizational skills and the 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.
Experience using Concur for expense reimbursements is preferred.
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.
Compensation
The expected pay range for this position is $25.00-$28.00 USD per hour. Actual compensation will vary based on factors such as experience, skills, and work location.
Location
Boston, MA office.
Rhapsody provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
#J-18808-Ljbffr