Administrative Assistant

Description

About Us

At Gifthealth, we're revolutionizing the way people experience healthcare by simplifying the process of managing prescriptions and health services. Our mission is to provide a seamless, personalized, and efficient healthcare experience for all our customers. We're a dynamic, innovative, and customer-centric company dedicated to making a positive impact on people's lives.

Position Summary

We are seeking a highly organized, personable, and proactive Front Desk Receptionist to serve as the face and voice of our organization. As the first point of contact for employees, partners, vendors, and visitors, you will play a crucial role in fostering a professional and welcoming environment while ensuring smooth day-to-day front office operations.

This role requires someone who is dependable, adaptable, and thrives in a dynamic, fast-paced workplace. The ideal candidate will be passionate about creating positive first impressions, anticipating operational needs, and assisting with a variety of administrative and office coordination tasks.

Key Responsibilities

Reception & Visitor Management

• Greet and welcome all visitors and guests warmly, ensuring a positive and professional first impression.
• Maintain visitor logs, distribute visitor badges, and ensure security protocols are followed.
• Direct visitors to appropriate team members or meeting rooms with efficiency and discretion.
• Notify employees of guest arrivals in a timely and courteous manner.

Front Office & Facilities Coordination

• Maintain the cleanliness, organization, and overall presentation of the reception area and shared spaces (e.g., kitchens, meeting rooms).
• Monitor facility needs and submit maintenance requests when needed.
• Receive, sort, and distribute incoming mail, packages, and courier deliveries.
• Coordinate outgoing mail and shipments as requested.

Administrative & Operational Support

• Manage meeting room calendars, coordinate appointments, and assist with internal event logistics.
• Provide day-to-day administrative support to HR and Operations teams, including data entry, document preparation, and filing.
• Support onboarding activities for new hires, such as badge creation, workspace setup, and welcome coordination.
• Track and manage office supply inventory, place timely orders, and ensure availability of essential supplies.

Cross-Functional Support

• Collaborate with cross-departmental teams on ad-hoc administrative projects, vendor coordination, and internal communication initiatives.
• Serve as a liaison between building management, external vendors, and internal staff for front-desk-related matters.
• Contribute to creating and maintaining a positive and inclusive office culture by supporting team events and initiatives.

Qualifications

• Education: High school diploma or GED required. 
• 1–2 years of experience in a receptionist, administrative assistant, office coordinator, or customer-facing role (experience in startups or high-growth environments is a plus).
• Exceptional verbal and written communication skills, with a strong sense of professionalism and diplomacy.
• High level of attention to detail and organizational ability; able to manage multiple priorities with accuracy.
• Proficient in Google Workspace (Docs, Sheets, Calendar, Gmail) and quick to adapt to new software and office systems.
• Proven ability to maintain confidentiality, discretion, and sound judgment in sensitive situations.
• Energetic, friendly, and proactive approach to work; thrives in a collaborative, team-oriented environment.
• Strong problem-solving skills with the ability to work independently and take initiative.

Work Environment

• Location: On-site
• Schedule: Full-time
• May require additional availability or flexibility for escalations.
• Regular meetings with your teams, departments, or leadership to ensure alignment.

Key Essential Functions

• extended periods of time while supporting front desk and office operations.
• Must be able to lift and carry up to 25 pounds occasionally, including office supplies, packages, and deliveries.
• Must be able to perform repetitive motions throughout the workday, including typing, reaching, bending, filing, scanning, and operating office equipment.
• Must be able to work onsite for all scheduled shifts and maintain consistent front desk coverage during business hours.
• Must be able to communicate clearly, professionally, and effectively with employees, visitors, vendors, and external partners in both written and verbal formats.
• Must be able to multitask and manage interruptions in a fast-paced office environment while maintaining professionalism and attention to detail.
• Must be able to operate standard office equipment and technology, including phones, printers, badge systems, computers, and office software platforms.
• Must be able to move throughout the office regularly to assist with meeting room setup, visitor support, mail distribution, onboarding coordination, and office organization tasks.
• Must be able to maintain confidentiality and exercise sound judgment when handling sensitive employee, visitor, or business information.

Employment Classification

Status: Full-time
FLSA: Non-Exempt  

Equal Employment Opportunity (EEO) Statement

Gifthealth is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, transgender status, national origin, age, disability, veteran status, or any other legally protected status.  

We celebrate diversity and are committed to creating an inclusive environment for all employees. If you do not meet every requirement but still feel you would be a great fit for this role, we encourage you to apply!

Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, or skills required of personnel. Gifthealth reserves the right to modify job duties or descriptions at any time.