Description

Job description

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily facility needs and managing our company’s general administrative activities. Administrative Assistant responsibilities include making doctor's appointment and setting up transportation schedules for residents; purchasing medical supplies, setting up meeting arrangements, answering phones, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within the healthcare industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our facility.

Requirements

Responsibilities

• Answer and direct phone calls
• Schedule medical appointments
• Assist in regularly scheduled transportation to doctor's appointment and prepare reports of appointment and transportation
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order medical and office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Screen and provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and other employees to handle requests and queries from inside and outside sources

Must be flexible and willing to work some holidays, evenings or weekends

Skills

Proven experience as an administrative assistant or office admin assistant

Knowledge of office management systems and procedures

Working knowledge of office equipment, like printers and fax machines

Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

Excellent time management skills and the ability to prioritize work

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organizational skills with the ability to multi-task

High School degree; additional qualification as an Administrative assistant or Secretary is a plus