Administrative Assistant Reception

Job Title: Administrative Assistant - ReceptionJob Description

This Administrative Assistant - Reception role provides comprehensive administrative and reception support within a fast-paced medical facility. You will manage calendars and meetings, organize documentation and communications, and coordinate operational and special projects with internal and external stakeholders. The position serves as a key liaison for the department, supporting initiatives that drive efficiency and help the team achieve its goals while maintaining a high standard of professionalism and service.

Responsibilities

• Schedule, coordinate, and manage meetings, including effective calendar and time management for multiple stakeholders.
• Organize and maintain meeting materials such as agendas, minutes, and supporting documents to ensure accurate and timely distribution.
• Assist with telephone calls, written correspondence, and other forms of communication, providing professional and courteous service to internal and external contacts.
• Prepare documents, reports, and presentations in a timely, accurate, and professional manner using Microsoft Office and related tools.
• Coordinate operational activities and special projects with internal departments and external customers, ensuring smooth communication and follow-through.
• Serve as a liaison to the department, facilitating communication and providing administrative support for department initiatives.
• Support department goals by contributing to process improvements that increase efficiency and effectiveness.
• Manage multiple calendars and scheduling needs, prioritizing appointments and adjusting as priorities change.
• Handle confidential information with discretion and sound judgment in all interactions and documentation.
• Work both independently and collaboratively as a team player, taking ownership of project-specific tasks with minimal supervision.
• Meet deadlines consistently while balancing multiple tasks and shifting priorities in a fast-paced environment.
• Use PCs, Microsoft Office suite, PowerPoint, and general office equipment to complete daily administrative tasks.
• Utilize GPS systems at the Learning Administrator level as required for department processes or training activities.
• Provide notable inward and outward-facing service, communication, and relationship-building support to colleagues, visitors, and partners.
• Adapt to changing priorities and work flexible hours as needed to support department operations.

Essential Skills

• Strong administrative support skills, including scheduling, calendar management, and reception duties.
• Detail-oriented and organized, with solid analytical and problem-solving abilities.
• Excellent inward and outward-facing service orientation, with strong communication and relationship-building skills.
• Ability to function independently and as a collaborative team player in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to interact professionally at all levels.
• Ability to work flexible hours as needed to support operational demands.
• Exceptional organizational skills with careful attention to detail in all tasks.
• Ability to coordinate work and manage project-specific tasks with minimal supervision.
• Proven ability to meet deadlines while managing multiple responsibilities.
• Ability to exercise good judgment when handling confidential matters and sensitive information.
• Demonstrated flexibility and ability to change priorities quickly as needs evolve.
• Proficiency using PCs, Microsoft Office suite, PowerPoint, and general office equipment.
• Experience with organizational management of multiple calendars and scheduling.
• Demonstrated ability to use GPS systems at the level of Learning Administrator.

Additional Skills & Qualifications

• Knowledge of medical terminology is preferred and will enhance effectiveness in a medical facility environment.
• Experience with Oracle or SSI Markview is preferred and beneficial for working with related systems and processes.
• Prior experience in a medical or healthcare setting is advantageous.
• Strong customer service mindset and professional demeanor in a reception and administrative support role.

Work Environment

This role is based in a respected medical facility in Cleveland, Ohio, offering exposure to a professional healthcare environment and collaboration with multidisciplinary teams. The work setting is fast-paced and service-oriented, with frequent interaction with patients, visitors, and staff. You will use PCs, Microsoft Office, PowerPoint, GPS systems, and general office equipment on a daily basis. The position requires flexibility in working hours as needed to support department operations. The environment emphasizes professionalism, confidentiality, and attention to detail, with a focus on delivering high-quality administrative and reception support. There is an initial assignment period with the possibility of extension based on business needs and performance.

Job Type & Location

This is a Contract position based out of Cleveland, OH.

Pay and Benefits

The pay range for this position is $18.50 - $19.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Cleveland,OH.

Application Deadline

This position is anticipated to close on Aug 21, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.