Administrative Assistant I

Northeast Community Clinic; Alhambra (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

Northeast Community Clinic is seeking an Administrative Assistant to provide administrative support, coordinate meetings, travel, and client communications. The role emphasizes organization, accuracy, and professional interaction with Directors, staff, patients, and external partners.

The position requires experience with Microsoft Office, strong proofreading skills, and the ability to work both independently and in a team. Some travel to other facilities is expected.

Qualifications

• Excellent communication and customer service skills are essential.
• A.A. degree in Business Administration or related coursework; experience may substitute for education.
• Proficiency in Microsoft Office applications (Word/Excel/Outlook) required.
• Bi-lingual Spanish/English preferred.
• Must be able to travel between facilities (approximately 10%).

Responsibilities

• Prepares correspondence, reports, agendas and spreadsheets.
• Arranges appointments, conferences and travel.
• Coordinate meetings, take meeting minutes, maintain files.
• General office duties: filing, faxing, copying and ordering supplies.
• Manages multiple calendars and interactions with staff and external partners.
• Prepares expense reports and presentations; plans multiple projects.

Skills

Excellent Communication Skills

Excellent Customer Service Skills

Bi-lingual Spanish/English (preferred)

Teamwork

Travel readiness

Education

A.A. degree in Business Administration, or coursework in related field

Tools

Microsoft Office/Word/Excel/Outlook

Job description

Description

Position Summary

The Administrative Assistant provides administrative support and demonstrates initiative, resourcefulness and problem-solving skills in applying a detailed knowledge of the responsibilities and functions of the department in organizing and prioritizing projects and all related duties.

Schedule

• Flexible, may require some evening and weekends

Primary Duties And Responsibilities

• Prepares correspondence, reports, agendas and spreadsheets
• Arranges appointments, conferences and travel
• Coordinate meetings, take meeting minutes, maintains files
• General office duties: filing, faxing, photo copying and order office supplies for department
• Manages multiple calendars
• Ability to interact effectively with Directors, Managers, patients, internal staff and representatives of public agencies and businesses
• Handles phones and assists visitors and interacts with various vendors
• Prepares expense reports
• Prepares presentations
• Plans and coordinates multiple projects for completion
• Handling of all incoming/outgoing correspondences for department
• Maintain a positive working relationship with staff
• Other duties as assigned by supervisor/ Manager

Qualifications

Minimum Requirements

• Microsoft Office/Word/Excel/Outlook
• Excellent Communication Skills
• Excellent Customer Service Skills
• Bi-lingual Spanish/English (preferred)
• Ability to work as a team player and work independently
• Reliable transportation
• Must be able to travel from facility to facility
• This position requires 10 % travel outside the local area.

Required Education/Experience And/or Licensure/Certification

• A.A. degree in Business Administration, or coursework in related field (experience may substitute for education)
• Proficiency in Microsoft Office applications
• Excellent proofreading and grammar skills
• Minimum 2-3 years administrative experience (high-level administrative support preferred)
• Commitment to goals and philosophy of Northeast Community Clinic
• Valid State Identification

Physical Requirements And Working Conditions

• OSHA Category 3 – Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment.
• The work is majority of the time sedentary in nature.
• The employee is regularly required to communicate, frequently required to use repetitive motions, move, remain stationary, regularly push, pull and lift up to 20 pounds and occasionally push, pull and lift up to 40 pounds.
• Must possess mobility to work in a standard office/clinic setting (in some cases both settings) and to use standard office/clinic equipment, including a computer, stamina to maintain attention to detail despite interruptions, read printed materials and use a computer, and communicate in person and over the telephone.