Administrative Assistant

Children’s Specialty Group, PLLC; Norfolk (VA); On-site; USD 38,000 - 47,000; Full time

Job summary

Children’s Specialty Group, PLLC is seeking a highly organized Administrative Assistant to balance recruitment coordination, meeting management, data analytics, graphic design, and special projects in a fast-paced healthcare environment.

The role includes calendar management, travel coordination, meeting materials, dashboard reporting, website updates, front desk tasks, and cross-functional collaboration to ensure efficient operations.

Qualifications

• High School Diploma or GED.
• 3+ years of administrative, executive support, or coordinator experience.
• Advanced proficiency in Microsoft Office Suite (Excel/PowerPoint/Word/Outlook).
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities with exceptional attention to detail.

Responsibilities

• Provide high-level administrative support to leadership by managing calendars, coordinating travel, preparing documents, processing reimbursements, and ensuring smooth day-to-day office operations.
• Serve as a key resource for administrative functions while maintaining professionalism, confidentiality, and attention to detail.
• Plan, coordinate, and support meetings, events, and leadership initiatives by managing logistics, preparing presentations and materials, recording minutes, and facilitating communication among participants.
• Maintain operational dashboards and generate reports that support strategic decision-making, performance monitoring, and quality improvement initiatives.
• Support recruitment efforts by coordinating interviews, travel, conference activities, and candidate communications while assisting with recruitment marketing materials and outreach.
• Maintain and update website content, provider information, announcements, and other digital communications to ensure accuracy and engagement.
• Assist with front desk coverage, answer phones, assist visitors, and manage incoming mail as needed.

Skills

Organizational skills

Attention to detail

Communication skills

Analytical thinking

Multitasking

Teamwork

Education

High School Diploma or GED

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Microsoft Outlook

Job description

Children’s Specialty Group (CSG) is seeking a highly organized and detail-oriented Administrative Assistant. This role is ideal for a proactive professional who enjoys balancing recruitment coordination, meeting management, data analytics, graphic design, and special projects in a fast-paced healthcare environment.

Responsibilities

• Provide high-level administrative support to operational leadership by managing calendars, coordinating travel, preparing documents, processing reimbursements, and ensuring the efficient day-to-day operation of the office.
• Serve as a key resource for administrative functions while maintaining professionalism, confidentiality, and attention to detail.
• Plan, coordinate, and support meetings, events, and leadership initiatives by managing logistics, preparing presentations and meeting materials, recording minutes, and facilitating effective communication among participants.
• Maintain operational dashboards and generate reports that support strategic decision-making, performance monitoring, and quality improvement initiatives.
• Support recruitment efforts by coordinating interviews, travel arrangements, conference activities, and candidate communications while assisting with recruitment marketing materials and outreach campaigns.
• Maintain and update website content, provider information, announcements, and other digital communications to ensure accuracy and engagement.
• Assist with front desk coverage, answer phones, assist visitors, and manage incoming mail as needed.

Qualifications

Required

• High School Diploma or GED.
• Minimum of 3 years of administrative, executive support, or coordinator experience.
• Advanced proficiency in Microsoft Office Suite, especially Excel, PowerPoint, Word, and Outlook.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities with exceptional attention to detail.

Preferred

• Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, Communications, or a related field.
• Experience supporting executive leadership.
• Experience in healthcare administration or physician practice operations.
• Experience with data reporting, dashboard management, and website content management.