Administrative Assistant

The Opportunity

The Administrative Assistant provides comprehensive administrative and operational support to departmental leadership and team members. This role is responsible for coordinating daily office functions, maintaining records, managing communications, scheduling meetings, and assisting with special projects to ensure efficient departmental operations. The Administrative Assistant serves as a key resource for internal and external staff while maintaining professionalism, confidentiality, and exceptional customer service.

Essential Functions

• Provide administrative support to leadership and operational teams.
• Manage calendars, schedules, meetings, and conference arrangements.
• Maintain accurate records, files, and databases in accordance with organizational policies.
• Coordinate office operations, supplies, and equipment needs.
• Answer and direct incoming calls, emails, and inquiries promptly and professionally.
• Assist with onboarding activities and administrative support for new employees.
• Ensure compliance policies, procedures, and confidentiality requirements.
• Perform other duties as assigned to support operational objectives.

Key Responsibilities

Administrative Support

• Schedule and coordinate meetings, appointments, and events.
• Maintain organized filing systems, both electronic and paper-based.

Communication & Customer Service

• Serve as a point of contact for internal departments and external partners.
• Respond to inquiries and route requests to appropriate team members.
• Maintain professional communication standards when interacting with staff, patients, vendors, and leadership.

Records Management

• Manage confidential documents and information with discretion.
• Ensure departmental records are complete, accurate, and readily accessible.
• Support data entry and reporting activities as requested.

Office Coordination

• Monitor and order office supplies and equipment.
• Coordinate office logistics and administrative workflows.
• Assist with departmental audits, tracking tools, and operational documentation.

Required Qualifications

• High school diploma or equivalent required.
• Minimum of 2 years of administrative support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred Qualifications

• Experience supporting healthcare, medical group, or multi-site operations.
• Experience with electronic health records (EHR) systems.
• Project coordination or office management experience.
• Bilingual skills preferred.
• Advanced proficiency with Microsoft Excel and reporting tools.

Physical Requirements

• Ability to sit and/or stand for prolonged periods of time.
• Ability to move/carry objects up to 20 pounds.
• Ability to communicate with others to exchange information.
• Ability to use and/or type on a laptop/keyboard.

Impact of the Role

The Administrative Assistant plays a critical role in supporting organizational efficiency by ensuring administrative processes run smoothly, communications are managed effectively, and leadership can focus on strategic priorities. This position enhances operational productivity, improves collaboration across departments, and contributes to a positive and professional work environment.