ADMINISTRATIVE ASSISTANT

NORTH EAST MEDICAL SERVICES; San Francisco, Daly City (CA, CA); On-site; USD 41,000 - 46,000; Full time

Benefits offered by this job

Free medical insurance

Dental & vision insurance

401(k)

Job summary

NORTH EAST MEDICAL SERVICES is seeking an Administrative Assistant to support the Executive Assistants and Administration department in a fast-paced setting in San Francisco. Responsibilities include front desk reception, mail handling, and coordinating meetings, with potential translation support and data entry.

The role requires strong English communication, attention to detail, and the ability to work across departments.

Qualifications

• High school diploma or equivalent required.
• 2+ years’ administrative experience.
• Excellent communication and organizational skills.
• Knowledge of medical terminology is a plus.

Responsibilities

• Greet and assist visitors at front desk and manage reception duties.
• Schedule and coordinate conference rooms and meetings.
• Handle mail, deliveries, and internal/external communications.
• Assist with translations and document proofreading as needed.
• Support filing, data entry, and basic reports.
• Prepare minutes for internal meetings and assist with special projects.
• Assist with Epic EHR updates and patient information per guidelines.

Skills

Verbal communication

Written communication

English fluency

Chinese language

Education

High School Diploma or Equivalent

Tools

SharePoint

Job description

Job Details: Job Location: 1520 Stockton - San Francisco, CA, Position Type: Full Time, Salary Range: $30.00 - $33.65Hourly, The Administrative Assistant is responsible for supporting the Executive Assistant(s) and the Administration department through a variety of general clerical duties and special projects.

ESSENTIAL JOB FUNCTIONS:

• Provides general administrative support at the front desk reception area of the Administration department, including but not limited to greeting and monitoring guests and visitors, ordering lunches and/or refreshments for meetings, managing petty cash, coordinating reservation of company cars, ordering supplies, etc.; may be required to provide backup and coverage for Administrative Assistants at other locations as needed.
• Manages conference room schedules and assists in setup and cleanup for meetings.
• Responsible for internal and external communications, i.e., receives, sorts, and routes daily incoming/outgoing mail/faxes/packages according to policies and procedures.
• Prepares bulk mailings, including but not limited to folding, inserting into envelopes, applying postage, and sorting/batching mail.
• Coordinates with other departments and staff to ensure mail, storage/inventory and other functions run smoothly.
• Reviews, edits, and refines translated documents, marketing materials, and other communications to ensure accuracy, clarity, and consistency; provides translation support as needed.
• Assists in other office tasks to support the Administration Department, such as filing, making photocopies, word processing or typing, coordinating and ordering special office supplies, purchasing and picking up food or meals, preparing conference rooms for meetings, etc.
• Gathers necessary signatures and approvals for checks, forms, etc.
• Supports the Executive Assistant with answering phone calls and internal requests for assistance.
• Coordinates and assembles corporate marketing/press packages.
• Manages access to and updates content on Sharepoint Intranet site as needed.
• Manages and updates company/staff directory, phone directory, employee listings and new hire postings on Sharepoint.
• Monitors and keeps track of stored items and inventory.
• Takes and prepares meeting minutes for various internal meetings, as needed.
• Assists with data entry work.
• Assists with filing and maintenance of central files, both on paper and electronic.
• Performs outreach efforts to assist with meeting the NEMS’ organizational goals, which may include calling and speaking with patients over the phone or preparing patient mailings to deliver care reminders; provides basic instruction to patients according to guidelines and scripts; makes appointments for patients and/or updates patient information in the Epic electronic health record system as needed.
• Performs other job duties as required by manager/supervisor.

• Completion of a high school certificate or equivalent.
• 2+ years’ experience in the administrative field.
• Excellent verbal and written communication skills.
• Detail oriented and accurate.
• Knowledge of medical terminology is a plus.

LANGUAGE:

• Fluent reading, writing, and speaking in English is required.
• Fluent reading, writing, and speaking in Chinese is highly preferred.

STATUS:

• This is a FLSA non-exempt position.
• This is not an OSHA high-risk position.
• This is a Full Time position.

NEMS is proud to be an Equal Opportunity Employer welcoming diversity in our workforce. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

NEMS BENEFITS:

Competitive benefits, including free medical, dental and vision insurance for employee, spouse and/or children; and company contribution to 401(k).