Administrative Assistant

Administrative Assistant

Role is onsite and temp required: HS diploma and/or GED. Years of experience (minimum) two years of office and administrative experience. Skills required: strong organizational skills, attention to detail, and ability to manage multiple priorities. Excellent communication skills and comfort working with leaders and cross-functional teams. Proficiency with Microsoft Office/Teams, scheduling tools, and document management systems. A proactive, solutions-oriented mindset and commitment to operational excellence.

Position responsibilities/expectations:

• Administrative & operational support
• Manage executive calendars, schedule and reschedule meetings, resolve conflicts, and prioritize daily activities.
• Coordinate meetings (Zoom/Teams), prepare agendas, distribute materials, and ensure technology readiness.
• Triage and route emails, track action items, and support leadership inbox management.
• Provide travel coordination, including last-minute bookings, itinerary changes, and expense support.
• Support ad hoc administrative requests, document formatting, and operational continuity.
• Recurring weekly, bi-weekly & monthly tasks
• Prepare leadership meeting packets, agendas, minutes, and follow-up actions.
• Track action items, administrative requests, and pending deliverables.
• Submit and monitor expense reports and approval workflows.
• Support payroll/timekeeping validation.
• Maintain compliance checklists, certifications, and required documentation.
• HR, onboarding & employee file management
• Coordinate new hire onboarding: system access, checklists, welcome materials, and orientation scheduling.
• Maintain employee files, including contracts, performance documentation, training records, and access logs.
• Conduct compliance file reviews, audits, and archiving to ensure audit readiness.
• Support interview coordination: requisition tracking, panel scheduling, candidate communication, and feedback collection.
• Quarterly & annual responsibilities
• Support workspace and facilities coordination, seating plans, and equipment needs.
• Assist with vendor coordination, service reviews, and relationship management.
• Conduct HR documentation audits and track policy acknowledgments and training completion.
• Support annual performance review processes, benefits enrollment coordination, and year-end reporting.
• Participate in administrative process improvements, SOP updates, and automation initiatives.
• Assist with compliance audit preparation and full employee file reviews.
• Documentation, systems & transition controls
• Maintain organized administrative systems, trackers, and audited already documentation repositories.
• Ensure recurring tasks have clear owners, frequencies, and due dates.
• Store credentials in approved secure systems.
• Support knowledge transfer and transition processes for administrative roles.

Department details: The administrative assistant will support our supply chain department led by three directors and a team of professionals, a critical operational function within our healthcare organization.