Operations Administrative Assistant

Ally Medical Management LLC•Austin, TX

just now

About The Position

Ally Medical is currently seeking a motivated, detail-oriented, and highly organized individual to join our team as an Operations Admin Assistant. This role combines the responsibilities of office administration and executive assistance to support both the Director of Operations and the Executive Leadership Team. The ideal candidate will play a crucial part in maintaining a positive office environment, managing administrative tasks, ensuring smooth communication, and coordinating projects across the organization.

Requirements

Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Proficient in Microsoft Office Suite or related software.
Excellent organizational skills and time-management skills.
Have a proactive and problem-solving mindset.
Ability to work independently and as part of a team.
Ability to handle confidential information with discretion.
Understanding of clerical procedures and systems such as recordkeeping and filing.
High School Diploma or GED equivalent required.
Proven experience in records management, vendor relations, or related administrative roles.
Prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
All employees of Ally are responsible for complying with all privacy and security laws and internal policies and procedures. You will play an active role in protecting the company's sensitive data and ensuring that our patient's information is treated with the utmost care and confidence. You are responsible for reporting any concerns or infractions that you become aware of so that the company may appropriately address them.
All employees are responsible for protecting the credentials provided to you to access Company (and customer, where applicable) networks, systems, and data.
Employees are responsible for maintaining the confidentiality of all Ally Medical’s and customer data to which you are granted access. Any suspected compromises of Ally Medical proprietary data or customer data must be reported to Management immediately.
All employees must adhere to the Company’s Information Security Policy and Procedures and support standard operating procedures to protect Company systems and data.
Employees must alert management immediately of any expected system or data compromises and/or system failure impacting the security, confidentiality, availability and integrity of Ally Medical and customer data.
All employees are required to attend an annual Information Security Awareness Training.

Nice To Haves

Associate or bachelor’s degree preferred.

Responsibilities

Provide administrative support to the Director of Operations and Executive Leadership Team.
Assist with scheduling, meetings, and document preparation.
Handle phone calls, emails, and inquiries.
Maintain filing systems as assigned.
Submit and file invoices received in the mail.
Assist in planning, coordinating, and overseeing the execution of programs and projects from inception to completion, ensuring alignment with company objectives and timelines.
Conduct research and compile data as needed.
Assist in the preparation, review, and management of contracts.
Maintain a database of contracts and monitor key dates and deliverables.
Accurately input data related to projects and processes.
Generate reports as needed to support decision-making processes.
Generate reports for mandatory reporting.
Ensure all company records documentation is complete, accurate, and meet the criteria of branding guides relevant regulations, and policies.