Position Title: Administrative Assistant
Location: San Louis Obipso, CA
Shift: 8:00 am – 4:30 pm includes a 60 min break
Duration: 04 MONTHS
Required:
3-4 year admin assistant work experience in medical field
Medical Front/Back Desk experience
Job Summary:
The Administrative Assistant is responsible for providing administrative and clerical support to the organization.
This role involves managing office tasks, coordinating schedules, handling communication, and ensuring the smooth functioning of day-to-day operations.
The Administrative Assistant plays a crucial role in maintaining a well-organized and efficient office environment.
Key Responsibilities:
Office Management:
Maintain office supplies inventory by checking stock and placing orders.
Organize and schedule meetings and appointments.
Handle incoming and outgoing correspondence, including emails and phone calls.
Ensure the office is tidy and presentable.
Calendar and Schedule Management:
Coordinate and schedule appointments, meetings, and events for team members.
Manage and update calendars to reflect any changes in schedules.
Documentation and Record Keeping:
Prepare and modify documents, including reports, drafts, memos, and emails.
Maintain and update filing systems, both electronic and physical.
Assist in the preparation of regularly scheduled reports.
Communication:
Act as the point of contact between the department and internal/external clients.
Handle information requests and inquiries and provide necessary support.
Travel Coordination:
Make travel arrangements, including booking flights, accommodations, and transportation.
Prepare travel itineraries for team members.
Meeting Support:
Prepare and distribute meeting agendas and minutes.
Arrange logistics for meetings and events.
Data Entry:
Input and update information in databases and spreadsheets.
Ensure accuracy and completeness of data.
Assistance to Management:
Provide administrative support to management as needed.
Assist in the preparation of reports and presentations.
Qualifications and Skills:
Proven experience as an administrative assistant or in a similar role.
Proficient in MS Office (Word, Excel, Outlook, PowerPoint).
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Attention to detail and problem-solving skills.
Ability to handle confidential information with discretion.
Proactive and able to work independently.
High school diploma; additional qualifications in Office Administration are a plus.
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