Administrative Assistant

Summary of Position:

We are looking for a highly organized and detail-oriented Administrative Assistant to support the daily operations of a fast-paced facility management department. In this role, you will be a key partner to leadership and staff-managing communications, coordinating schedules, and ensuring the seamless flow of information across teams.

This position is ideal for someone who enjoys variety in their day, takes initiative, and thrives in a collaborative, service-focused environment.

Primary Duties and Responsibilities:

• Serve as a central point of contact for the department, managing calls, inquiries, and communication with staff, patients, and external partners
• Coordinate daily administrative operations, including calendar management, meeting scheduling, travel arrangements, and special projects
• Prepare correspondence, reports, meeting materials, and confidential documents with a high level of accuracy and professionalism
• Maintain organized records, filing systems, and data tracking processes to support reporting and operational efficiency
• Support payroll, personnel documentation, and general administrative processes
• Coordinate meetings, seminars, and events-handling logistics, materials, and follow-up documentation
• Monitor office operations, including supplies, equipment, and vendor coordination
• Assist with data entry, reporting, and basic financial tracking such as expense reconciliation and invoice processing
• Partner across departments to support workflow coordination, quality initiatives, and overall service excellence

Minimal Qualifications:

• High School Diploma or GED required.
• Knowledge of medical terminology required, and business courses or administrative/secretarial training preferred.
• 2+ years clerical/office experience required.
• Medical office hospital or ambulatory care setting preferred.
• One year of relevant professional-level work experience may be substituted for one year of required education.

Knowledge Skills and Abilities:

• Transcription skills.
• Working knowledge of word processing spreadsheet and presentation software applications in a Windows environment.
• Verbal and written communication skills.