Executive Assistant & Communication Specialist

Medicalincs, LLC•Silver Spring, MD

1d•Onsite

About The Position

We are seeking a highly organized, proactive, and personable Executive Assistant & Communications Specialist to join our team. This role serves as a trusted administrative and communications partner, supporting day‑to‑day office operations, executive needs, internal coordination, and light communications efforts. The ideal candidate is detail‑oriented, tech‑savvy, a strong communicator, and comfortable wearing multiple hats in a fast‑paced, mission‑driven healthcare environment.

Requirements

Bachelor’s degree in a relevant field (healthcare, communications, business administration, marketing, or related preferred)
Proven experience as an Executive Assistant, Office Assistant, Administrator, or similar role
Strong working knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Excellent verbal and written communication skills
Strong interpersonal skills; must be a people‑oriented professional
Highly responsive with strong problem‑solving abilities
Knowledge of basic office equipment (copiers, fax machines, printers)
Exceptional organizational skills with the ability to multitask and prioritize effectively
Self‑motivated, dependable, and able to exercise sound judgment and decision‑making
Reliable transportation required; position is 100% in‑person, 5 days per week at our Silver Spring, MD office

Nice To Haves

Digital marketing and social media management
experience with Mailchimp or similar email marketing platforms
basic photography and visual content creation
working knowledge of HTML/CSS
experience managing WordPress websites
familiarity with SEO best practices and basic e‑commerce functionality
Adobe Creative Suite (Photoshop, Illustrator, InDesign), Canva or similar design tools for internal and social media content

Responsibilities

Greet and screen callers and visitors, directing them to the appropriate person or department
Answer and manage general incoming calls on company phone lines; monitor voicemails and follow up as needed
Manage company online faxing system
Handle administrative and program‑related mailing
Organize, reserve, and oversee conference room scheduling
Support office operations, including inventory tracking and coordination of office purchases (in collaboration with the Office Administrator)
Receive, distribute, and track company equipment and supplies
Create, read, analyze, file, retrieve, and organize organizational documents, invoices, and orders
Facilitate employee email setup, laptop distribution, and system access
Work closely with the Office Administrator and leadership team on assigned administrative tasks
Provide administrative support to the HR function as needed
Serve as back‑up support for key HR activities, including: Employee onboarding and offboarding Coordination of employee documentation and access
Maintain confidentiality and professionalism when handling sensitive employee information
Support internal and external communications efforts in collaboration with leadership
Assist with monitoring and posting content on social media platforms, as needed
Support basic content coordination for announcements, events, and internal communications
Help ensure consistent, professional messaging across platforms and materials
Serve as project support for small‑scale internal projects or events, including planning, coordination, and follow‑up