Administrative Assistant

We are looking for an Administrative Assistant to support daily office operations for a healthcare organization in Oakland, California. This Contract position is ideal for someone who is highly organized, communicates clearly, and can keep administrative activities moving efficiently in a fast-paced environment. The role will handle a broad range of clerical and coordination tasks while helping maintain accurate records, timely communication, and dependable office support.

Responsibilities:

• Create and format business documents such as correspondence, summaries, reports, and internal forms using standard office applications.
• Prepare outgoing materials by assembling packets, making copies, processing mailings, and completing routine documentation with accuracy.
• Receive, sort, and distribute incoming mail, deliveries, and office supplies to support smooth day-to-day operations.
• Manage calendars and arrange meetings by confirming attendees, sharing agendas or supporting materials, and coordinating meeting logistics such as refreshments.
• Monitor administrative aspects of projects and compile status information into organized progress reports when needed.
• Respond to routine inquiries and written communication in a detail-oriented manner based on established guidance.
• Maintain orderly filing systems and ensure office records are current, accessible, and properly organized.
• Provide front-office and general administrative support, including data entry, call handling, and other assigned duties as business needs change.
• At least 1 year of experience in clerical, secretarial, or administrative support work.
• Strong verbal and written communication skills, including the ability to draft correspondence and respond professionally to inquiries.
• Proven ability to prioritize tasks, stay organized, and meet deadlines while adjusting to shifting demands.
• Capable of working independently with limited supervision and exercising sound judgment in routine administrative matters.
• Experience establishing or maintaining structured filing or document management systems.
• Proficiency with standard business software and general office technology.
• Demonstrated customer service skills, attention to detail, and consistent follow-through on assigned work.
• Comfortable working in a multicultural and multidisciplinary healthcare environment.