Office Assistant

Brief Description

We are seeking a highly organized and detail-oriented Administrative Assistant to support day-to-day The Administrative Assistant provides day-to-day administrative and office support for OccuMedX Group, Inc. and its affiliated operations. This position helps keep the Charlotte home office organized and responsive while supporting Human Resources, Operations, Clinical Services, leadership, and field personnel. The role requires strong organization, follow-through, professionalism, and the ability to manage multiple priorities in a fast-paced, multi-state occupational health environment.

The Administrative Assistant also supports office inventory, employee onboarding logistics, document management, shipping and receiving, meeting coordination, and special projects while maintaining appropriate confidentiality.

We are seeking a highly organized and detail-oriented Administrative Assistant to support day-to-day The Administrative Assistant provides day-to-day administrative and office support for OccuMedX Group, Inc. and its affiliated operations. This position helps keep the Charlotte home office organized and responsive while supporting Human Resources, Operations, Clinical Services, leadership, and field personnel. The role requires strong organization, follow-through, professionalism, and the ability to manage multiple priorities in a fast-paced, multi-state occupational health environment.

The Administrative Assistant also supports office inventory, employee onboarding logistics, document management, shipping and receiving, meeting coordination, and special projects while maintaining appropriate confidentiality.

• Office Administration & Front Office Support
• Provide general administrative and clerical support to the Charlotte office and company leadership.
• Answer, screen, and direct incoming calls, emails, visitors, deliveries, and general inquires professionally and promptly.
• Prepare, format, scan, copy, file, and distribute correspondence, forms, reports, labels, and other business documents.
• Maintain organized shared office spaces, files, administrative systems, and common work areas.
• Coordinate meetings, appointments, conference rooms, calendars, and office events as assigned.
• Receive, sort, distribute, and prepare incoming and outgoing mail and shipments.
• New Hire & Employee Administrative Support
• Support HR with new-hire onboarding logistics, including preparing orientation materials, coordinating first-day needs, and ensuring required items are ready for new employees.
• Direct employee questions to the appropriate HR, Operations, Payroll, or Clinical team member rather than providing guidance outside assigned responsibilities.
• Maintain employee and company information with a high degree of confidentiality and discretion.
• Operational & Clinical Administrative Support
• Provide administrative support to Operations and Clinical Services for multi-site programs, special projects, trainings, and client needs.
• Assist with data entry, trackers, spreadsheets, reports, document collection, and follow-up on outstanding administrative items.
• Help maintain accurate electronic and paper records in approved company systems and shared drives.
• Support preparation of materials for client meetings, leadership meetings, audits, training events, and company initiatives.
• Travel, Events & Special Projects
• Coordinate and book employee business travel, including airfare, lodging, rental vehicles, ground transportation, and other travel arrangements in accordance with Company guidelines.
• Maintain organized records of employee travel arrangements, confirmations, itineraries, and associated expenses.
• Track and maintain travel-related expenses, including airfare, lodging, rental vehicles, mileage, parking, tolls, and other approved business expenses.
• Maintain travel expense trackers, receipts, and supporting documentation to assist with expense reporting, reconciliation, and budgeting.
• Coordinate with employees regarding travel itineraries, changes, cancellations, and required travel documentation.
• Monitor travel arrangements for accuracy and cost-effectiveness and…