Administrative Assistant

Job Description

Job Description

Description:

Job Title: Administrative Assistant

Location: Remote

FLSA Status: Exempt, Salary

Work Schedule: Monday - Friday, 9:00 a.m. - 5:00 p.m.

About Family Allergy & Asthma:

Founded in 1979, Family Allergy & Asthma is one of the nation’s leading allergy and asthma practice groups, serving patients across Arkansas, Florida, Illinois, Indiana, Kentucky, Missouri, Ohio, Pennsylvania, and Tennessee. With more than 100 allergists, we are dedicated to delivering high-quality, patient-centered allergy and immunology care. Our comprehensive services include:

• Allergy and asthma evaluation and treatment
• Environmental, food, and drug allergy testing
• Pulmonary function testing
• High-risk food challenges
• Sublingual immunotherapy
• Aspirin desensitization
• Food immunotherapy

Position Summary:

Family Allergy & Asthma is seeking an organized, proactive, and detail-oriented Administrative Assistant to support the Corporate Counsel and Assistant Corporate Counsel and assist with coordinating administrative activities across multiple corporate departments. This role is responsible for helping maintain organization of contracts, leases, policies, projects, meetings, and department initiatives. The ideal candidate is highly organized, collaborative, and skilled at tracking information, documenting action items, and ensuring important tasks and deadlines remain visible to leadership.

Legal or corporate administrative experience is preferred but not required.

Essential Duties and Responsibilities:

• Provide administrative support to the Associate Corporate Counsel and other corporate leadership as assigned.
• Assist with organizing and maintaining contracts, leases, legal documents, and related records.
• Track key dates, action items, and project status updates across multiple departments.
• Maintain spreadsheets, logs, trackers, and departmental records.
• Assist with contract tracking software, lease files and software, policy documentation, and other corporate records.
• Coordinate meeting logistics, prepare materials, take meeting notes, and distribute follow-up items.
• Send reminders and assist with tracking outstanding tasks and requests.
• Help monitor policy and procedure review schedules and document updates.
• Organize correspondence, files, and electronic records to ensure information is easily accessible.
• Support payer relations, legal, human resources, and other corporate functions with administrative and organizational needs.
• Perform other administrative duties as assigned.

Requirements:

Abilities, Knowledge and Skills:

Effective communication skills to include: 

1. Ability to fluently speak and read English 
2. Ability to read and interpret documents such as safety rules, handbooks, policies, and procedure manuals 
3. Ability to communicate effectively, verbally and written, with all levels of staff and patients

Required Education and Experience:

• High School Diploma or equivalent
• Minimum of three (3) years of legal administrative support, administrative support, or related office experience preferred.
• Experience supporting legal, healthcare, corporate, or professional services environments preferred.
• Notary Public certification preferred but not required. Family Allergy & Asthma will cover the cost of obtaining certification for the selected candidate if needed.
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and Teams.
• Strong organizational, communication, and follow-up skills.
• Ability to manage multiple priorities and maintain attention to detail.
• Ability to handle confidential information with discretion.

EEO Compliance:

All Family Allergy & Asthma divisions are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. Family Allergy & Asthma divisions are equal opportunity employers and as such, openly support and fully commit to recruitment, selection, placement, promotion and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state or local laws. We believe that diversity and inclusion among our teammates is critical to our success.

Notice:

At Family Allergy & Asthma and all our divisions, our Human Resources department and recruiters are here to help prospective candidates by matching skillset and experience with the best possible career path at Family Allergy & Asthma and our divisions. We take pride in creating a highly efficient and best in class candidate experience. During the recruitment process, no recruiter or employee will request financial or personal information (Social Security Number, credit card or bank information, etc.) from you via email. The recruiters will not email you from a public webmail client like Hotmail, Gmail, Yahoo Mail, etc.

Pay Transparency:

To encourage pay transparency, promote pay equity, and proactively address regulations, Family Allergy & Asthma and all our divisions will comply with all applicable state or local laws or regulations which require employers to provide wage or salary range information to job applicants and employees. Salary offers may be based on key factors such as education and related experience.