ADMINISTRATIVE ASSISTANT

NORTH EAST MEDICAL SERVICES•Daly City, CA

5d•$30 - $34•Onsite

About The Position

The Administrative Assistant is responsible for supporting the Executive Assistant(s) and the Administration department through a variety of general clerical duties and special projects. This role involves managing front desk operations, coordinating meetings, handling communications, assisting with office tasks, and supporting patient outreach efforts.

Requirements

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

Nice To Haves

Knowledge of medical terminology is a plus.
Ability to read, write or speak in Vietnamese, or Spanish highly preferred.

Responsibilities

Provides general administrative support at the front desk reception area of the Administration department, including greeting and monitoring guests and visitors, ordering lunches and/or refreshments for meetings, managing petty cash, coordinating reservation of company cars, ordering supplies, etc.
Manages conference room schedules and assists in setup and cleanup for meetings.
Responsible for internal and external communications, i.e., receives, sorts, and routes daily incoming/outgoing mail/faxes/packages according to policies and procedures.
Prepares bulk mailings, including but not limited to folding, inserting into envelopes, applying postage, and sorting/batching mail.
Coordinates with other departments and staff to ensure mail, storage/inventory and other functions run smoothly.
Assists in other office tasks to support the Administration Department, such as filing, making photocopies, word processing or typing, coordinating and ordering special office supplies, purchasing and picking up food or meals, preparing conference rooms for meetings, etc.
Gathers necessary signatures and approvals for checks, forms, etc.
Supports the Executive Assistant with answering phone calls and internal requests for assistance.
Coordinates and assembles corporate marketing/press packages.
Manages access to and updates content on Sharepoint Intranet site as needed.
Manages and updates company/staff directory, phone directory, employee listings and new hire postings on Sharepoint.
Monitors and keeps track of stored items and inventory.
Takes and prepares meeting minutes for various internal meetings, as needed.
Assists with data entry work.
Assists with filing and maintenance of central files, both on paper and electronic.
Performs outreach efforts to assist with meeting the NEMS’ organizational goals, which may include calling and speaking with patients over the phone or preparing patient mailings to deliver care reminders; provides basic instruction to patients according to guidelines and scripts; makes appointments for patients using the NextGen electronic practice management system and update patient information in computer system as needed.
Performs other job duties as required by manager/supervisor.