Administrative Assistant

Key Responsibilities

• Answer and direct incoming phone calls in a courteous and professional manner.
• Greet visitors and assist patients, vendors, and staff as needed.
• Manage incoming and outgoing mail, including sorting, distributing, and preparing correspondence.
• Maintain organized filing systems, both electronic and paper-based.
• Prepare documents, reports, letters, and other administrative materials.
• Manage executive calendars, including scheduling meetings, appointments, and events.
• Cookise meeting logistics and maintain accurate calendar updates.
• Aid executives with administrative tasks and special projects.
• Process invoices accurately and in a timely manner as needed.
• Print checks for approved vendor payments and ensure proper documentation.
• Communicate with vendors regarding payment status and invoice inquiries as needed.
• Maintain office supplies inventory and place orders as needed.
• Ensure office records are organized, secure, and up to date.
• Aid with data entry and record management.
• Perform other administrative duties as assigned to support efficient office operations.

Qualifications

• A high school diploma or equivalent is required.
• An associate degree is preferred.
• A minimum of 3-5 years of administrative or office support experience is required.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is required.
• Strong organizational and multitasking skills are essential.
• Excellent verbal and written communication abilities are required.
• The ability to maintain confidentiality and handle sensitive information is necessary.
• Experience with invoice processing and accounts payable functions is preferred.
• Healthcare office experience is a plus.

Skills and Competencies

• Professional telephone etiquette.
• An attention to detail and accuracy.
• Time management and prioritization skills.
• Dependability and professionalism.
• The ability to work independently and as part of a team.
• A strong customer service orientation.