Administrative Assistant

Administrative AssistantLocation: 8700 Beverly Blvd, West Hollywood, CA (90048) Duration: 13 Weeks / 3+ MonthsSchedule: Day Shift (5x8, 08:00–17:00)Position OverviewWe are seeking a highly organized and proactive Administrative Assistant to provide onsite support to the Supply Chain Department. This role supports three directors and a team of professionals within a critical operational function in a healthcare environment. The ideal candidate thrives in a fast-paced setting, demonstrates strong attention to detail, and can effectively manage multiple priorities.Minimum QualificationsHigh School Diploma or GED requiredMinimum of 2 years of administrative or office experienceCore CompetenciesStrong organizational and multitasking abilitiesExcellent verbal and written communication skillsProficiency in Microsoft Office Suite, Microsoft Teams, and scheduling toolsExperience with document management systemsProactive, solution-oriented mindset with a focus on operational excellenceKey ResponsibilitiesAdministrative & Operational SupportManage executive calendars, including scheduling, conflict resolution, and prioritizationCoordinate meetings (Zoom/Teams), prepare agendas, and ensure technology readinessMonitor and triage emails, track action items, and assist with inbox managementArrange travel, including last-minute bookings and expense coordinationHandle ad hoc administrative tasks and document preparationRecurring Responsibilities (Weekly/Monthly)Prepare meeting materials, agendas, minutes, and follow-upsTrack deliverables, action items, and administrative requestsSubmit and monitor expense reports and approval workflowsAssist with payroll and timekeeping validationMaintain compliance documentation and checklistsHR & Onboarding SupportCoordinate new hire onboarding (system access, scheduling, materials)Maintain employee records (contracts, training, performance documentation)Conduct compliance audits and file reviewsSupport recruitment processes, including interview scheduling and candidate communicationQuarterly & Annual DutiesCoordinate workspace planning and equipment needsAssist with vendor management and service reviewsSupport performance reviews, benefits enrollment, and year-end reportingParticipate in process improvement initiatives and SOP updatesAssist with compliance audits and documentation reviewsDocumentation & Systems ManagementMaintain organized administrative systems and trackersEnsure clear ownership and timelines for recurring tasksSecurely store sensitive information and credentialsSupport knowledge transfer and transition processesDepartment Overview: This role supports the Supply Chain Department, a vital operational unit within the organization, working closely with leadership and cross-functional teams to ensure efficiency and continuity.