What are the responsibilities and job description for the Office Administrative Assistant position at The Hirsh Center?
About The Hirsh Center:
At The Hirsh Center for Arthritis and Sports Medicine, we’re more than a practice—we’re a work family with our culture and alignment being a mission-driven team delivering exceptional care in rheumatology, orthopedics, and sports medicine. As the only practice in Florida nationally accredited in diagnostic and interventional ultrasound, we offer advanced treatment options and a collaborative work environment that fosters innovation and growth.
The Hirsh Center for Arthritis and Sports Medicine is a rapidly growing rheumatology and sports medicine practice committed to exceptional patient care and a collaborative, supportive work culture. We are seeking a proactive and resourceful Office Administrative Assistant to help drive key operational, HR, and culture initiatives across the organization. This role supports leadership in streamlining processes, improving internal systems, and ensuring the efficient functioning of the office.
What You’ll Do
Office Administrative Support (50%)
- Serve as the primary coordinator for day-to-day office administration, ensuring smooth workflows and anticipating organizational needs.
- Develop and maintain office processes, documentation standards, and administrative systems to improve efficiency across departments.
- Prepare executive-level presentations, project summaries, and materials used for leadership decision-making.
- Manage office supply strategy, vendor coordination, and oversee maintenance needs to ensure an optimal working environment.
- Evaluate administrative workflows and recommend improvements that support operational goals.
- Coordinate cross-departmental administrative projects, ensuring deadlines, deliverables, and communication are well managed.
HR & Talent Support (25%)
- Partner with HR leadership to manage key steps of the recruitment lifecycle, including candidate screening logistics, onboarding coordination, and new-hire experience planning.
- Support development of employee engagement and retention initiatives by contributing ideas, coordinating programs, and executing deliverables.
- Maintain confidential HR documentation and play a key role in tracking and improving internal HR processes.
Finance Support (5%)
- Support financial workflows by monitoring invoice routing, preparing documentation for approval cycles, and maintaining organized records of recurring expenses.
Culture, Communications & Events (20%)
- Partner with leadership and the Culture Committee to plan, organize, and execute company-wide events, recognition initiatives, and wellness activities.
- Lead communication logistics for weekly pharmaceutical lunches, partnering with external representatives and internal teams.
- Create and manage internal communication pieces such as announcements, culture highlights, event recaps, and informational materials.
- Develop consistent branding and quality standards for internal documents, presentations, and communication templates.
What We’re Looking For
- 3 years of administrative, operations, or project coordination experience, preferably in a healthcare or fast-paced professional setting.
- Strong organizational, communication, and project-management abilities.
- Demonstrated ability to work independently, prioritize effectively, and take ownership of outcomes.
- Skilled in Microsoft Office Suite, especially PowerPoint and Excel.
- Ability to exercise discretion, maintain confidentiality, and collaborate closely with leadership.
- Professional judgment, problem-solving mindset, and a proactive approach to identifying needs before they arise.
- Reliable transportation and valid driver’s license for occasional job-related errands.
Why You’ll Love Working Here
- Supportive, employee-centered culture focused on growth and teamwork.
- Comprehensive medical, dental, and vision coverage.
- 401(k) with employer match.
- Paid holidays and generous PTO.
- Companywide events, wellness initiatives, and appreciation programs.
- Professional development and growth opportunities.
- Mileage reimbursement when applicable.
If you’re passionate about helping others, love being part of a collaborative team, and thrive in a role where every day brings something new — we’d love to meet you!
Apply today to join The Hirsh Center!