Office Assistant

Job Description

Job Description

Description:

This position provides administrative support to the COO, HR Department, Executive Administrative Assistant, and other members of the leadership team. The Office Assistant is responsible for supporting daily administrative operations, maintaining organization within the department, and assisting with coordination of internal office functions.

Essential Duties & Responsibilities

• Answer incoming Administration phone calls and route or resolve inquiries appropriately.
• Greet and assist visitors to the Administration office.
• Provide administrative support to Executive Administrative staff and COO.
• Assist with filing, copying, form updates, and document preparation.
• Support coordination of Board meetings, including agenda preparation, packet creation, attendance, and meeting minutes.
• Process incoming and outgoing mail and deliveries for Administration and ECIC.
• Sort and distribute mail throughout departments and locations.
• Maintain office supply inventory, including ordering and distribution.
• Assist with administrative errands, including pickup/delivery for meetings.
• Provide general clerical support for leadership and special projects as assigned.

Requirements:

Knowledge, Skills & Abilities

• Strong knowledge of general office procedures.
• Ability to manage multiple priorities with frequent interruptions.
• Strong attention to detail and organizational skills.
• Professional communication skills with staff at all levels.
• Ability to maintain strict confidentiality (HIPAA and organizational information).
• Proficiency with office equipment (copier, fax, scanner, printers, postage machine).
• Ability to meet deadlines and prioritize workload effectively.

Working Conditions

• Frequent interruptions and multiple competing priorities.
• High level of confidentiality required.
• Regular interaction with leadership, staff, vendors, and external contacts.

Physical Requirements

• Ability to sit, stand, walk, and perform general office tasks.
• Ability to lift up to 30 lbs (mail/supplies).
• Frequent computer and phone use required.