Administrative Assistant Reception

Job Title:

Administrative Assistant - Reception

Job Description

This Administrative Assistant - Reception role provides comprehensive administrative and reception support within a fast-paced medical facility. You will manage calendars and meetings, organize documentation and communications, and coordinate operational and special projects with internal and external stakeholders. The position serves as a key liaison for the department, supporting initiatives that drive efficiency and help the team achieve its goals while maintaining a high standard of professionalism and service.

Responsibilities

+ Schedule, coordinate, and manage meetings, including effective calendar and time management for multiple stakeholders.

+ Organize and maintain meeting materials such as agendas, minutes, and supporting documents to ensure accurate and timely distribution.

+ Assist with telephone calls, written correspondence, and other forms of communication, providing professional and courteous service to internal and external contacts.

+ Prepare documents, reports, and presentations in a timely, accurate, and professional manner using Microsoft Office and related tools.

+ Coordinate operational activities and special projects with internal departments and external customers, ensuring smooth communication and follow-through.

+ Serve as a liaison to the department, facilitating communication and providing administrative support for department initiatives.

+ Support department goals by contributing to process improvements that increase efficiency and effectiveness.

+ Manage multiple calendars and scheduling needs, prioritizing appointments and adjusting as priorities change.

+ Handle confidential information with discretion and sound judgment in all interactions and documentation.

+ Work both independently and collaboratively as a team player, taking ownership of project-specific tasks with minimal supervision.

+ Meet deadlines consistently while balancing multiple tasks and shifting priorities in a fast-paced environment.

+ Use PCs, Microsoft Office suite, PowerPoint, and general office equipment to complete daily administrative tasks.

+ Utilize GPS systems at the Learning Administrator level as required for department processes or training activities.

+ Provide notable inward and outward-facing service, communication, and relationship-building support to colleagues, visitors, and partners.

+ Adapt to changing priorities and work flexible hours as needed to support department operations.

Essential Skills

+ Strong administrative support skills, including scheduling, calendar management, and reception duties.

+ Detail-oriented and organized, with solid analytical and problem-solving abilities.

+ Excellent inward and outward-facing service orientation, with strong communication and relationship-building skills.

+ Ability to function independently and as a collaborative team player in a fast-paced environment.

+ Strong written and verbal communication skills, with the ability to interact professionally at all levels.

+ Ability to work flexible hours as needed to support operational demands.

+ Exceptional organizational skills with careful attention to detail in all tasks.

+ Ability to coordinate work and manage project-specific tasks with minimal supervision.

+ Proven ability to meet deadlines while managing multiple responsibilities.

+ Ability to exercise good judgment when handling confidential matters and sensitive information.

+ Demonstrated flexibility and ability to change priorities quickly as needs evolve.

+ Proficiency using PCs, Microsoft Office suite, PowerPoint, and general office equipment.

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Experience with organizational management of multiple calendars and scheduling.

+ Demonstrated ability to use GPS systems at the level of Learning Administrator.

Additional

Skills & Qualifications

+ Knowledge of medical terminology is preferred and will enhance effectiveness in a medical facility environment.

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Experience with Oracle or SSI Markview is preferred and beneficial for working with related systems and processes.

+ Prior experience in a medical or healthcare setting is advantageous.

+ Strong customer service mindset and professional demeanor in a reception and administrative support role.

Work Environment

This role is based in a respected medical facility in Cleveland, Ohio, offering exposure to a professional healthcare environment and collaboration with multidisciplinary teams. The work setting is fast-paced and service-oriented, with frequent interaction with patients, visitors, and staff. You will use PCs, Microsoft Office, PowerPoint, GPS systems, and general office equipment on a daily basis. The position requires flexibility in working hours as needed to support department operations.

The environment emphasizes professionalism, confidentiality, and attention to detail, with a focus on delivering high-quality administrative and reception support. There is an initial assignment period with the possibility of extension based on business needs and…