Administrative Assistant

Advocare•Marlton, NJ

10d•Onsite

About The Position

Advocare is seeking a highly organized, professional, and detail-oriented Administrative Assistant to support the daily operations of its Corporate Office. The role serves as the primary point of contact at the front desk, providing daily coverage and administrative and operational support to corporate departments and members of the C-suite executive leadership team. The ideal candidate has excellent communication and organizational skills, demonstrates professionalism and discretion, and can manage multiple priorities in a fast-paced corporate environment. The position supports front desk communications, executive and administrative needs, and general Corporate Office operations. Duties include welcoming visitors, handling calls and mail, coordinating meetings and onboarding arrangements, managing office supplies and badge access, and supporting other administrative functions and special projects. This position is 100% in person.

Requirements

Excellent verbal and written communication skills and the ability to interact professionally with employees, visitors, department leadership, and executive leadership.
Strong interpersonal and customer service skills with a professional and welcoming demeanor.
Excellent organizational, time-management, and multitasking abilities.
Ability to prioritize responsibilities, manage competing deadlines, and adapt to changing administrative and operational needs.
Professionalism, discretion, and commitment to maintaining confidentiality.
Strong attention to detail, accuracy, and follow-through.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and related software.
Ability to work independently and collaborate effectively with departments and leadership teams.
Strong problem-solving skills and sound judgment in handling administrative matters.

Nice To Haves

Previous experience in a corporate administrative, office support, or executive support environment.
Experience working in a healthcare or medical administrative environment.
Familiarity with Electronic Medical Record (EMR) systems.

Responsibilities

Serve as the primary point of contact at the Corporate Office front desk and maintain a welcoming, professional environment.
Answer, screen, and direct incoming telephone calls.
Greet visitors and guests, determine the purpose of their visit, and direct or escort them to the appropriate location.
Receive, organize, and distribute incoming mail, packages, and deliveries.
Receive and route incoming faxes and process outgoing faxes.
Maintain a professional and organized front desk and reception area.
Provide administrative and operational support to Corporate Office departments and C-suite executive leadership, including scheduling, meeting coordination, communications, and other administrative requests.
Coordinate conference room reservations for Corporate Office meetings and executive leadership.
Assist with planning, preparation, and coordination of onsite meetings.
Schedule new hires and coordinate onboarding arrangements with IT and department leadership.
Handle confidential and sensitive business information with professionalism, discretion, and sound judgment.
Collaborate with departments to support efficient daily Corporate Office operations.
Manage office supply orders and maintain appropriate inventory levels.
Coordinate copier supplies, maintenance, and service requests.
Manage Kastle badge access for new and existing employees.
Maintain and update the Corporate Office employee extension list.
Prepare mail merges for large-scale mailings as requested.
Process certified mail and employee-related mailings as requested by departments.
Follow Advocare policies and procedures, including those related to medical records, credentialing, HR mailings, and other applicable administrative functions.
Support daily Corporate Office administrative operations and maintain an organized, efficient, and professional work environment.
Assist with special projects and perform other administrative duties as assigned.