Administrative Assistant

Description

About Advocare

Advocare is a physician-owned and physician-governed medical group dedicated to delivering high-quality healthcare to the communities we serve. Our Corporate Office supports our network of Care Centers by providing essential administrative, operational, and organizational services. We are seeking a dependable, motivated, and service-oriented professional who takes pride in providing exceptional administrative support and contributing to an efficient, collaborative, and welcoming corporate environment.

Position Summary

Advocare is seeking a highly organized, professional, and detail-oriented Administrative Assistant to support the daily operations of our Corporate Office. This position serves as the primary point of contact at the Corporate Office front desk, providing daily front desk coverage while delivering administrative and operational support to various corporate departments and members of the C-suite executive leadership team. The ideal candidate will demonstrate excellent communication and organizational skills, a high level of professionalism and discretion, and the ability to manage multiple priorities in a fast-paced corporate environment.

Duties and Responsibilities

Front Desk & Communication Management

• Serve as the primary point of contact at the Corporate Office front desk, providing daily front desk coverage while maintaining a welcoming and professional environment for employees, visitors, guests, and business partners.
• Answer, screen, and direct incoming telephone calls to the appropriate departments or individuals.
• Welcome and greet visitors and guests, determine the purpose of their visit, and direct or escort them to the appropriate location.
• Receive, organize, and distribute incoming mail, packages, and deliveries to the appropriate departments.
• Receive and route incoming faxes and process outgoing faxes for various departments.
• Maintain a professional and organized front desk and reception area that reflects Advocare's standards.

Executive & Administrative Support

• Provide administrative and operational support to Corporate Office departments and members of the C-suite executive leadership team, including assistance with scheduling, meeting coordination, communications, and other administrative requests as needed.
• Coordinate conference room reservations for Corporate Office meetings and executive leadership as requested.
• Assist with the planning, preparation, and coordination of onsite meetings.
• Schedule new hires and coordinate onboarding-related arrangements with IT and department leadership.
• Handle confidential and sensitive business information with professionalism, discretion, and sound judgment.
• Collaborate with various departments to support efficient daily Corporate Office operations.

Corporate Office Operations & Supplies

• Manage office supply orders for Corporate Office staff and maintain appropriate inventory levels.
• Coordinate copier supplies, maintenance, and service requests.
• Manage Kastle badge access for new and existing employees.
• Maintain and update the Corporate Office employee extension list.
• Prepare mail merges for large-scale mailings as requested.
• Process certified mail and employee-related mailings as requested by various departments.
• Maintain a strong understanding of and adherence to Advocare policies and procedures, including those related to medical records, credentialing, HR mailings, and other applicable administrative functions.
• Support the daily administrative operations of the Corporate Office while maintaining an organized, efficient, and professional work environment.
• Assist with special projects and perform other administrative duties as assigned.

Requirements

• Excellent verbal and written communication skills, with the ability to interact professionally with employees, visitors, department leadership, and executive leadership.
• Strong interpersonal and customer service skills with a professional and welcoming demeanor.
• Excellent organizational, time-management, and multitasking abilities.
• Ability to prioritize responsibilities, manage competing deadlines, and adapt to changing administrative and operational needs.
• High level of professionalism, discretion, and commitment to maintaining confidentiality.
• Strong attention to detail, accuracy, and follow-through.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and related software.
• Ability to work independently while collaborating effectively with various departments and leadership teams.
• Strong problem-solving skills and the ability to exercise sound judgment in handling administrative matters.
• This position is 100% in person

Preferred Qualifications

• Previous experience in a corporate administrative, office support, or executive support environment.
• Experience working in a healthcare or medical administrative environment.
• Familiarity with Electronic Medical Record (EMR) systems.