A healthcare company is looking for an Administrative Assistant to support daily operations across multiple programs. This Administrative Assistant plays a key role in keeping administrative processes organized, responsive, and efficient while working closely with operational leadership and program teams. The Administrative Assistant brings strong coordination skills, sound judgment with confidential information, and the flexibility to assist across locations and events as business needs evolve.
Key Responsibilities:
- Coordinate schedules, arrange meetings and conference calls, and capture clear meeting notes to support follow-up actions.
- Draft, format, and distribute clear communications, internal documents, reports, and forms in a timely manner.
- Maintain organized digital records and shared files using business applications such as Teams, SharePoint, and contract management platforms.
- Monitor office supply levels, place orders, compare vendor options, and help track inventory to ensure uninterrupted operations.
- Process incoming and outgoing mail, prepare check request documentation, and submit materials to the finance team for review and payment handling.
- Reconcile company credit card activity by gathering receipts, matching transactions, and organizing supporting bank statement documentation.
- Assist program managers with administrative tracking for equipment upkeep, service schedules, and specialty disposal pickups.
- Support event logistics by coordinating requests, updating monthly calendars, and traveling between sites when on-site administrative assistance is needed.
- Uphold confidentiality standards, follow organizational procedures, and contribute to reports, presentations, and other operational materials as assigned.
Benefits: Health, Dental, Vision, 401k, and Sick Time Off.
Qualifications:
- Experience providing administrative support and invoicing in an office, healthcare, hospital, or social services environment.
- Demonstrated ability to manage calendars, schedule meetings, and coordinate conference calls with accuracy.
- Strong written communication skills for preparing correspondence, reports, forms, and other business documents.
- Proficiency with common office software and digital filing tools, including Microsoft applications and shared document platforms.
- Ability to handle sensitive information discreetly and maintain a high level of discretion.
- Comfortable supporting multiple work sites and available to work business hours, including evenings or weekends for events when required.
- Strong organizational skills with the ability to prioritize tasks, monitor details, and meet deadlines in a fast-paced setting.