Front Desk Administrative Assistant

Location: Pasadena, CA

Schedule: Monday – Friday, 8:00 AM – 5:00 PM

Pay Rate: $28.00 per hour

Employment Type: Long-Term Opportunity

Requirements: Minimum 1 year of experience in a healthcare, medical front office, medical business office, IPA, medical group, managed care, healthcare administration, or health insurance environment required. Prior front desk, administrative assistant, office assistant, receptionist, or executive support experience required. Must have strong verbal and written communication skills. Must be professional, dependable, punctual, organized, and detail-oriented. Must be comfortable interacting with staff, visitors, vendors, interview candidates, and executive-level guests. Must be able to maintain confidentiality when handling sensitive company, employee, executive, legal, compliance, or healthcare-related information. Must be comfortable assisting with a variety of office support duties, including phones, mail, supplies, scheduling, filing, documents, and meeting support. Proficiency with Microsoft Office, email, calendars, and general office technology required. Must be able to lift, carry, receive, and put away supplies weighing up to approximately 20–30 lbs.

Responsibilities: Greet and assist occasional visitors, vendors, deliveries, interview candidates, and meeting guests. Monitor front desk activity and assist with visitor sign-in procedures. Answer, screen, and direct incoming calls as needed. Receive, sort, distribute, and deliver mail, documents, and internal correspondence. Order, receive, organize, and put away office and janitorial supplies. Monitor office supply inventory and communicate ordering needs. Assist the CEO and executive staff with administrative tasks as needed. Help schedule meetings, maintain calendars, and assist with meeting coordination. Occasionally sit in on meetings to take notes and prepare meeting summaries or minutes. Draft, edit, and proofread memos, internal communications, letters, and other documents. Assist with filing, travel arrangements, meeting preparation, and special projects. Follow company policies, procedures, HIPAA requirements, and compliance standards.