Job Description

As an Office Admin Assistant (Receptionist) at Heritage Health Network (HHN), you will play a key role in ensuring the smooth functioning of our daily operations. You will be responsible for managing communications, scheduling, and providing administrative support to our leadership team, including the CEO. This position will require daily in-office attendance to support the team and assist in coordinating essential tasks and appointments.

This role is ideal for someone who is organized, detail-oriented, and enjoys being the backbone of a fast-paced office environment. You will act as the first point of contact for visitors, members, and external partners, ensuring a professional and welcoming atmosphere.

Requirements

Key Responsibilities :

• Office Support : Serve as the first point of contact for incoming visitors and phone calls, maintaining a professional and friendly office atmosphere.
  

• Calendar Management : Manage and organize calendars for the leadership team, ensuring optimal scheduling of meetings, appointments, and travel arrangements.
  

• Communication : Facilitate internal and external communications, acting as a liaison between executives, employees, clients, and other external partners.
  

• Document Management : Prepare, edit, and proofread correspondence, presentations, reports, and other documents. Maintain filing systems and retrieve materials as needed.
  

• Data and Research : Conduct research and gather data to prepare reports and presentations. Help manage administrative tasks that require critical attention to detail.
  

• Coordination : Coordinate meetings, events, and appointments for the leadership team. Ensure meetings are scheduled efficiently and that materials are prepared in advance.
  

• Record Keeping : Take minutes during meetings and distribute them in a timely manner.
  

• Referrals and Member Coordination : Reach out to physician offices and potential members, coordinating meetings, referrals, and follow-up actions. Ensure members are connected to the appropriate services and resources.
  

• Visitor Management : Greet and interact with visitors, ensuring they are properly directed and their needs are met.
  

• General Office Duties : Assist with various administrative tasks such as filing, organizing office supplies, and performing general office duties to ensure smooth operations.
  

Qualifications :

• Experience : Proven experience as an administrative assistant, executive assistant, or in a similar office support role.
  

• Tech Skills : Strong proficiency in MS Office, with a high degree of computer literacy. Must be comfortable using office software and technology tools.
  

• Communication : Excellent verbal and written communication skills, with the ability to engage professionally with diverse stakeholders.
  

• Education : High school diploma required; additional qualifications in office administration or secretarial roles are a plus.
  

• Organizational Skills : Strong multitasking and time management abilities, with attention to detail and the ability to work independently.
  

• Bilingual : Spanish-speaking ability is preferred to effectively engage with our diverse community.
  

• In-Office Requirement : This role requires daily in-office attendance to provide essential administrative and office support.
  

• Personal Attributes : Professional demeanor, excellent customer service skills, and a strong commitment to organizational excellence.
  

Benefits

• Health Insurance: Eligible for medical, dental, and vision insurance from the first of the month following or coinciding with your start date.
  

• Paid Time Off: Sick time, paid holidays, and vacation time to support work-life balance.
  

• Compensation and Incentives: Competitive salary with annual merit increases and quarterly bonus opportunities.
  

• Flexibility: Work-from-home options several days a week.
  

• Professional Growth: Opportunities for career advancement and continued professional development.
  

Heritage Health Network offers a supportive community and opportunities for professional growth, aiming to enhance both patient and employee experiences. Join us in making a lasting impact on community health.

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