Administrative Assistant

Company Description

International Health and Medical Services delivers customized medical and security risk management and wellbeing solutions to enable our clients to operate safely and effectively in environments far from home. Founded in 1984, we operate in 92 countries providing integrated medical solutions to organizations with international operations. Our innovative technology and medical and security expertise focus on prevention, offering real-time, actionable insights and on-the-ground quality delivery.

We provide clinical services to include "hands on" direct care at over 800 sites around the world, many of which include inpatient clinical care capabilities. With 12,000 staff (including 5,200 medical and behavioral health providers) our services include the design, deployment, and operation of healthcare solutions including freestanding surgical facilities in remote and austere environments, telemedicine consultation through a wide range of virtual modalities, referrals to a global network of more than 100,000 vetted providers, and global aeromedical evacuation.

Within our portfolio of companies, International SOS Government Medical Services, Inc., headquartered in Houston, Texas provides contracted healthcare support to Government defense and civil agencies and government contractors, including support to military exercises and operations, diplomatic missions, natural disasters, and refugee care. To protect your workforce, we are at your fingertips:

Job Description

This position is contingent upon award

International Health and Medical Services is looking for an experienced Administrative Assistant to support the efficient operation of healthcare services by managing administrative tasks, coordinating appointments, and ensuring effective communication between healthcare staff. This position is vital for maintaining organized records, facilitating access to medical care, and supporting the overall healthcare delivery process within the facility.

• Provides administrative support directly for the Health Services Administrator (HSA) and Assistant Health Services Administrator(s) (AHSA) in support of the mission.
• Maintain strict confidentiality of all records, including medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters.
• Types a variety of materials in the form of memoranda, meeting minutes, letters, briefing materials and reports.
• Establishes and maintains office files, databases and creates electronic spreadsheets which may include the management of timesheets, leave requests, contract documents, and invoices.
• Reviews files to meet current needs and periodically reviews materials for disposition.
• Maintains confidentiality of all records, including; medical and personnel records, Personally Identifiable Information (PII), personnel issues and other sensitive office matters. Keeps all file systems containing PII secured per policy.
• Arranges for meetings, including making reservations for conference rooms and notifying participants.
• Attends meetings and prepares reports of the proceedings.
• Receives and screens visitors and telephone calls to the medical facility, referring callers to the Health Services Administrator or other clinic staff as appropriate.
• Independently accomplishes tasks and questions within their scope and seeks guidance when appropriate.
• Maintains HSA/AHSA calendar and schedules appointments and meetings as directed.
• Reminds HSA/AHSA of appointments and provided briefs on the matters to be considered before the scheduled meetings.
• Reschedules appointments when it becomes apparent that the HSA or AHSA will not be able to meet previous engagements.
• Receives and screens all incoming correspondence and directives to keep aware of the activities of the office. Determines those that can be acted upon personally and takes necessary action.
• Uses initiative to obtain clarification or instructions from originating offices.
• Controls incoming and outgoing correspondence and action documents, following up to ensure that deadlines are met for responses.
• Receives and processes requests for information in accordance with the…