Job description

Administrative Assistant/Office Manager

The Administrative Assistant/ Office Manager is responsible for performing administrative support tasks that are secretarial in nature for the COO. The Assistant must be able to exercise professional judgment and confidentiality to complete the day-to-day tasks necessary to facilitate the duties required.

• Maintain the strictest of confidentiality while providing administrative and secretarial support to include typing, dictation, composing and proofreading correspondence, indexing, and filing documents.
• Gather competitive bids and quotes for any office projects.
• Compose and type various styles of documents using programs within Microsoft Office Suite.
• Ability to generate and send mass emails to hospital CEO’s.
• Handle all travel arrangements.
• Marketing: ordering of promotional materials and coordination of Trade Shows and conferences, creating and email/fax flyers, coordinating all company functions.
• Federal express/ UPS/ USPS and all shipments. May require trips to the post office and/or government boxes.
• Human Resource Duties: managing and creating Indeed ads, scheduling interviews, onboarding new employees, distribution of computers, phones, alarm codes and keys, setting up computers and emails on cell phones, transferring data from phone to phone and update all resume excel spread sheets.
• Maintenance of office equipment/programming of copier and postage machines.
• Coordinating cleaning services and building repairs
• Faxing and mailing of hospital schedules
• General receptionist duties include handling all calls directed to the Chief of Operations.
• Review and approval of all credit card charges.
• Ordering and distribution of office supplies including desk, maps, and chairs
• Physician Scheduling- Ordering food delivery for new physicians, confirming of physician schedules, faxing, and emailing calendars on Fridays, create stat sheets, calendars, print, write, email and fax all notesheets, filing of all calendars and records.
• Responsible for any active office alarm calls, meet with police.
• Minor manual labor such as taking out garbage, loading the refrigerator with water and running personal errands for COO/ Vice President.
• Maintain all spread sheets, client and contact list, employee list, phone list and key log list, etc.
• Birthday cards
• Perform other duties as needed.

Qualifications

• Exceptionally strong written, oral, and interpersonal communication skills.
• Ability to effectively prioritize and execute tasks in a high-pressure environment.
• Experience working both independently and, in a team oriented, collaborative environment.
• Able to work independently with limited supervision.
• Ability to work some occasional extended hours.

Education/Experience

• High School Diploma.
• 5 years’ experience in an administrative supporting role.
• Knowledge of Microsoft Office Suite to include Word, Excel, PowerPoint, Outlook, and Teams, and comfort level conducting Internet research.
• Experience in a healthcare environment preferred.

Job Type: Full-time

Pay: $17.00 - $23.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Work Location: In person

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