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Administrative Assistant

  • California, Rancho Mirage

  • 03/23/2026

  • Contract

  • Active

Job Description:

  • Job Summary  
    The Administrative Assistant provides clerical, administrative, and general office support to leadership and staff. This role involves preparing reports, scheduling meetings, maintaining calendars, managing personnel files, and ensuring compliance with organizational policies. The assistant plays a key role in supporting daily operations, maintaining confidentiality, and facilitating smooth communication across departments.

    Key Responsibilities
    1. Demonstrate compliance with Code of Conduct and organizational policies.
    2. Prepare correspondence, reports, schedules, and distribute materials as needed.
    3. Maintain calendars for leadership and communicate schedule changes promptly.
    4. Facilitate meeting setup (date, time, location, materials, catering) and record minutes.
    5. Answer phones, relay messages, and greet walk-in inquiries professionally.
    6. Revise and prepare departmental policies and procedures; distribute updates.
    7. Assist in creating forms, flyers, and other administrative documents.
    8. Prepare staff evaluation packets and maintain confidential personnel files.
    9. Track past due evaluations and employee health requirements; notify staff of deadlines.
    10. Schedule and coordinate interviews, prepare materials, and assist with onboarding.
    11. Process requisitions, purchase orders, PTO requests, travel expenses, and reimbursements.
    12. Order supplies, manage mail distribution, and support budget goals.
    13. Ensure assignments/projects are completed within required timeframes.
    14. Perform other duties as assigned.

    Required Qualifications
    1. High school diploma or GED .
    2. Minimum of 2 years of administrative support experience.
    3. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
    4. Ability to operate general office equipment (computer, printer, scanner, telephone).
    5. Strong written and verbal communication skills.
    6. Ability to prioritize tasks, manage time efficiently, and adapt to changing priorities.
    7. High degree of confidentiality and professionalism.

    Preferred Qualifications
    1. Associate’s degree.
    2. Experience in a healthcare setting.
    3. Familiarity with MDStaff or similar medical staff data management platforms.

    Skills & Competencies
    1. Meeting management (agendas, minutes, follow-up).
    2. Document uploading and file management.
    3. Problem-solving and proactive initiative.
    4. Strong organizational skills and attention to detail.
    5. Effective communication with patients, healthcare professionals, and staff.

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