Administrative Assistant

ROLE IS ONSITE AND TEMP

Required: HS Diploma and/or GED. Years of Experience (minimum) • (2) years of office and administrative experience Skills Required:

• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Excellent communication skills and comfort working with leaders and cross-functional teams.
• Proficiency with Microsoft Office/Teams, scheduling tools, and document management systems.
• A proactive, solutions-oriented mindset and commitment to operational excellence.

Position Responsibilities/Expectations: Administrative & Operational Support

• Manage executive calendars, schedule and reschedule meetings, resolve conflicts, and prioritize daily activities.
• Coordinate meetings (Zoom/Teams), prepare agendas, distribute materials, and ensure technology readiness.
• Triage and route emails, track action items, and support leadership inbox management.
• Provide travel coordination, including last-minute bookings, itinerary changes, and expense support.
• Support ad hoc administrative requests, document formatting, and operational continuity.

Recurring Weekly, Bi-Weekly & Monthly Tasks

• Prepare leadership meeting packets, agendas, minutes, and follow-up actions.
• Track action items, administrative requests, and pending deliverables.
• Submit and monitor expense reports and approval workflows.
• Support payroll/timekeeping validation.
• Maintain compliance checklists, certifications, and required documentation.

HR, Onboarding & Employee File Management

• Coordinate new hire onboarding: system access, checklists, welcome materials, and orientation scheduling.
• Maintain employee files, including contracts, performance documentation, training records, and access logs.
• Conduct compliance file reviews, audits, and archiving to ensure audit readiness.
• Support interview coordination: requisition tracking, panel scheduling, candidate communication, and feedback collection.

Quarterly & Annual Responsibilities

• Support workspace and facilities coordination, seating plans, and equipment needs.
• Assist with vendor coordination, service reviews, and relationship management.
• Conduct HR documentation audits and track policy acknowledgments and training completion.
• Support annual performance review processes, benefits enrollment coordination, and year-end reporting.
• Participate in administrative process improvements, SOP updates, and automation initiatives.
• Assist with compliance audit preparation and full employee file reviews.
• Documentation, Systems & Transition Controls
• Maintain organized administrative systems, trackers, and audited already documentation repositories.
• Ensure recurring tasks have clear owners, frequencies, and due dates.
• Store credentials in approved secure systems.
• Support knowledge transfer and transition processes for administrative roles.

Department Details: The Administrative Assistant will support our Supply Chain Department led by three directors and a team of professionals, a critical operational function within our healthcare organization. Pacer Group