Our Administrative Assistant team supports multiple departments by performing a variety of clerical and administrative tasks virtually in remote setting. The Administrative Assistant reports to the Director of Human Resources while also working directly with leaders of the Legal, HR, Business Development and Clinical Operations teams.
This is a full-time remote role working 40 hours per week and requires flexibility to work every other Saturday or Sunday. Work schedule for this role is Monday–Friday 7:30AM - 4:30 PM Pacific Standard Time and 1 hour every other Saturday or Sunday, and some holidays. This role requires flexibility to shift hours occasionally, if necessary.
Essential Duties and Responsibilities:
Manage phone line messages virtually: route messages, screening when necessary to appropriate individuals. Respond and follow up on messages with callers.
Manage company mailboxes, email and fax lines.
Attend staff team meetings as well as 1:1 meeting with the manager via MS Teams
Assist our medical providers with documents.
Respond to verification of employment requests.
Obtain document signatures via digital signature services like Adobe and DocuSign.
Maintain digital filing systems and save documents in appropriate folders.
Respond to internal and external record requests and audits. Retrieve information as requested from records and other related documents.
Conduct monthly audits for various teams utilizing online databases, recording and communicating the results.
Order and maintain office supplies (uniforms, business cards, gifts & etc.) and communicate with various vendors.
Maintain a system for recording and tracking expenses.
Respond to and resolve administrative inquiries and questions.
Conduct independent research and provide information.
Coordinate and schedule travel, meetings, conferences, and appointments.
Prepare agendas and schedules for meetings.
Perform other administrative duties as assigned.
Proficient in Adobe Sign and Microsoft Office Suite such as Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
Proficiency with web search engines.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Excellent organizational skills and attention to detail.
Ability to work independently as well as with remote teams.
Education Requirements:
High school diploma or GED.
Physical Requirements:
Prolong periods of sitting and/or standing
Working at the computer utilizing monitors, keyboard, and a computer mouse
Communicating via phone and online video conferencing
Ability to lift up to 10lbs
Must have a private workspace to preserve confidentiality.
