Administrative Assistant

Akido GmbH; Ontario (CA); On-site; USD 34,000 - 39,000; Full time

Job summary

Akido Labs, Inc. in California is seeking an Administrative Assistant to provide comprehensive administrative and operational support to leadership and teams, coordinating daily office functions and maintaining records.

The role handles calendars, scheduling, communications, onboarding support, and ensures confidentiality and professionalism; supports with special projects to keep operations running smoothly in a fast-paced healthcare setting.

Qualifications

• High school diploma or equivalent required.
• Minimum 2 years of administrative support experience.
• Proficiency in Word, Excel, PowerPoint, Outlook.
• Strong organizational, time management and multitasking skills.
• Excellent verbal and written communication, confidentiality.

Responsibilities

• Provide administrative support to leadership and operational teams.
• Manage calendars, schedules, meetings, and conference arrangements.
• Maintain accurate records, files, and databases per policy.
• Coordinate office operations, supplies, and equipment needs.
• Answer and direct calls, emails, inquiries promptly and professionally.
• Assist with onboarding activities and support for new employees.
• Ensure compliance policies, confidentiality and procedures.
• Perform other duties to support operations.

Skills

Administrative support

Organizational skills

Time management

Communication skills

Confidentiality

Independent & collaborative work

Education

High school diploma

Tools

Microsoft Office

EHR systems

Reporting tools

Excel (advanced)

Job description

Akido builds AI-powered doctors. Akido is the first AI-native care provider, combining cutting-edge technology with a nationwide medical network to address America’s physician shortage and make exceptional healthcare universal. Its AI empowers doctors to deliver faster, more accurate, and more compassionate care.

Serving 500K+ patients across California, Rhode Island, and New York, Akido offers primary and specialty care in 26 specialties—from serving unhoused communities in Los Angeles to ride-share drivers in New York.

The Administrative Assistant provides comprehensive administrative and operational support to departmental leadership and team members. This role is responsible for coordinating daily office functions, maintaining records, managing communications, scheduling meetings, and assisting with special projects to ensure efficient departmental operations. The Administrative Assistant serves as a key resource for internal and external staff while maintaining professionalism, confidentiality, and exceptional customer service.

Essential Functions

• Provide administrative support to leadership and operational teams.
• Manage calendars, schedules, meetings, and conference arrangements.
• Maintain accurate records, files, and databases in accordance with organizational policies.
• Coordinate office operations, supplies, and equipment needs.
• Answer and direct incoming calls, emails, and inquiries promptly and professionally.
• Assist with onboarding activities and administrative support for new employees.
• Ensure compliance policies, procedures, and confidentiality requirements.
• Perform other duties as assigned to support operational objectives.

Key Responsibilities

Administrative Support

• Schedule and coordinate meetings, appointments, and events.
• Maintain organized filing systems, both electronic and paper-based.

Communication & Customer Service

• Serve as a point of contact for internal departments and external partners.
• Respond to inquiries and route requests to appropriate team members.
• Maintain professional communication standards when interacting with staff, patients, vendors, and leadership.

Records Management

• Manage confidential documents and information with discretion.
• Ensure departmental records are complete, accurate, and readily accessible.
• Support data entry and reporting activities as requested.

Office Coordination

• Monitor and order office supplies and equipment.
• Coordinate office logistics and administrative workflows.
• Assist with departmental audits, tracking tools, and operational documentation.

Required Qualifications

• High school diploma or equivalent required.
• Minimum of 2 years of administrative support experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred Qualifications

• Experience supporting healthcare, medical group, or multi-site operations.
• Experience with electronic health records (EHR) systems.
• Project coordination or office management experience.
• Advanced proficiency with Microsoft Excel and reporting tools.

Physical Requirements

• Ability to sit and/or stand for prolonged periods of time.
• Ability to move/carry objects up to 20 pounds.
• Ability to communicate with others to exchange information.
• Ability to use and/or type on a laptop/keyboard.

Impact of the Role

The Administrative Assistant plays a critical role in supporting organizational efficiency by ensuring administrative processes run smoothly, communications are managed effectively, and leadership can focus on strategic priorities. This position enhances operational productivity, improves collaboration across departments, and contributes to a positive and professional work environment.

Hourly pay range

$25 - $28 USD

Akido Labs, Inc. is an equal opportunity employer, and we encourage qualified applicants of every background, ability, and life experience to contact us about appropriate employment opportunities.