Administrative Assistant Reception

Administrative Assistant – Reception

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.

• 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.

• 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.
• Experience with organizational management of multiple calendars and scheduling.
• Demonstrated ability to use GPS systems at the level of Learning Administrator.

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

This role is based in a…