PACER GROUP
Job Details:
Job Title: Administrative Assistant
Location: West Hollywood, CA (90048)
Duration: 15 Weeks
Shift: Day Shift (08:00 AM - 04:30 PM), Monday to Friday
Job Summary:
We are seeking a dedicated and organized Front Office Coordinator to join our team. The successful candidate will be responsible for supporting the front office operations, managing high-volume phone traffic, and ensuring smooth daily activities within a busy medical environment.
Key Responsibilities:
Administrative Support
* Manage complex calendars, schedule meetings, and coordinate travel arrangements, ensuring optimal time management for the executives
* Screen and prioritize emails, calls, and correspondence, responding when appropriate on behalf of the executives.
* Prepare, proofread, and edit confidential reports, presentations, and communications.
* Handle document management, including filing, retrieval, and organization of critical materials.
Meeting & Event Coordination
* Plan and coordinate high-level meetings, ensuring agendas, materials, and logistics are prepared in advance.
* Attend and take detailed minutes in meetings, tracking action items and following up on deadlines.
* Liaise with internal departments and external stakeholders to facilitate communication and collaboration.
Confidentiality & Discretion
* Manage and safeguard highly sensitive information, exercising sound judgment in all interactions.
* Act as a trusted point of contact between the executives and key stakeholders, always maintaining professionalism.
* Ensure compliance with company policies, legal standards, and best practices for handling confidential data.
Project Management & Support
* Assist with special projects, strategic initiatives, and high-priority assignments as directed.
* Conduct research and prepare briefing materials for the executives on key topics
* Maintain an organized workflow by identifying process improvements and ensuring efficiency in administrative tasks.
Qualifications:
Required Experience:
* Minimum of 4-5 years of executive assistant or high-level administrative experience, preferably supporting C-suite executives.
* Discretion & Trustworthiness: Demonstrated ability to handle confidential and sensitive matters with absolute integrity.
* Independence & Initiative: Ability to work autonomously, anticipate needs, and proactively solve problems.
* Communication: Strong verbal and written communication skills, with the ability to interact professionally at all levels.
* Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant business software.
* Organization & Attention to Detail: Exceptional ability to multitask, prioritize tasks, and maintain meticulous records.
* Interpersonal Skills: Professional demeanor with excellent relationship-building abilities.
Job Title: Administrative Assistant
Location: West Hollywood, CA (90048)
Duration: 15 Weeks
Shift: Day Shift (08:00 AM - 04:30 PM), Monday to Friday
Job Summary:
We are seeking a dedicated and organized Front Office Coordinator to join our team. The successful candidate will be responsible for supporting the front office operations, managing high-volume phone traffic, and ensuring smooth daily activities within a busy medical environment.
Key Responsibilities:
Administrative Support
* Manage complex calendars, schedule meetings, and coordinate travel arrangements, ensuring optimal time management for the executives
* Screen and prioritize emails, calls, and correspondence, responding when appropriate on behalf of the executives.
* Prepare, proofread, and edit confidential reports, presentations, and communications.
* Handle document management, including filing, retrieval, and organization of critical materials.
Meeting & Event Coordination
* Plan and coordinate high-level meetings, ensuring agendas, materials, and logistics are prepared in advance.
* Attend and take detailed minutes in meetings, tracking action items and following up on deadlines.
* Liaise with internal departments and external stakeholders to facilitate communication and collaboration.
Confidentiality & Discretion
* Manage and safeguard highly sensitive information, exercising sound judgment in all interactions.
* Act as a trusted point of contact between the executives and key stakeholders, always maintaining professionalism.
* Ensure compliance with company policies, legal standards, and best practices for handling confidential data.
Project Management & Support
* Assist with special projects, strategic initiatives, and high-priority assignments as directed.
* Conduct research and prepare briefing materials for the executives on key topics
* Maintain an organized workflow by identifying process improvements and ensuring efficiency in administrative tasks.
Qualifications:
Required Experience:
* Minimum of 4-5 years of executive assistant or high-level administrative experience, preferably supporting C-suite executives.
* Discretion & Trustworthiness: Demonstrated ability to handle confidential and sensitive matters with absolute integrity.
* Independence & Initiative: Ability to work autonomously, anticipate needs, and proactively solve problems.
* Communication: Strong verbal and written communication skills, with the ability to interact professionally at all levels.
* Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant business software.
* Organization & Attention to Detail: Exceptional ability to multitask, prioritize tasks, and maintain meticulous records.
* Interpersonal Skills: Professional demeanor with excellent relationship-building abilities.