ADMINISTRATIVE ASSISTANT

NORTH EAST MEDICAL SERVICES•San Francisco, CA

160d•$30 - $34•Onsite

About The Position

The Administrative Assistant supports Executive Assistant(s) and the Administration department through general clerical duties and special projects. The role provides front desk and reception support, assists with office operations and communications, and may provide backup coverage for Administrative Assistants at other locations. It also supports patient outreach and appointment-related tasks, following established guidelines and scripts.

Requirements

Completion of a high school certificate or equivalent.
At least 2 years of experience in the administrative field.
Excellent verbal and written communication skills.
Detail-oriented and accurate.
Fluent reading, writing, and speaking in English.

Nice To Haves

Knowledge of medical terminology.
Fluent reading, writing, and speaking in Chinese is highly preferred.

Responsibilities

Provide front desk reception support, including greeting and monitoring guests and visitors, ordering meeting lunches or refreshments, managing petty cash, coordinating company-car reservations, and ordering supplies.
Provide backup coverage for Administrative Assistants at other locations as needed.
Manage conference room schedules and assist with meeting setup and cleanup.
Receive, sort, and route incoming and outgoing mail, faxes, and packages; prepare bulk mailings.
Coordinate with departments and staff to support mail, storage, inventory, and related functions.
Review, edit, and refine translated documents, marketing materials, and other communications; provide translation support as needed.
Perform office support tasks such as filing, photocopying, word processing, typing, ordering special supplies, and purchasing or picking up food or meals.
Gather signatures and approvals for checks, forms, and other documents.
Support the Executive Assistant with phone calls and internal requests for assistance.
Coordinate and assemble corporate marketing and press packages.
Manage access to and update content on the SharePoint intranet as needed.
Maintain the company and staff directories, phone directory, employee listings, and new-hire postings on SharePoint.
Monitor stored items and inventory.
Take and prepare minutes for internal meetings as needed.
Assist with data entry and maintain central paper and electronic files.
Conduct outreach to support organizational goals, including calling patients, preparing patient mailings, providing basic instructions according to guidelines and scripts, making appointments, and updating patient information in the Epic electronic health record system as needed.
Perform other duties as required by the manager or supervisor.