Administrative Assistant Healthcare Front Office Reception bei The Oncology Institute of Hope and Innovation

Purpose of Job:

The Administrative Assistant for the Corporate Office plays a key role in ensuring smooth day-to-day operations by managing front desk responsibilities, coordinating office logistics, and providing administrative support to corporate leaders. This individual is the first point of contact for visitors and callers, and is instrumental in maintaining a professional and welcoming office environment.

Key Responsibilities:

• Reception & Front Desk Support
  • Greet and assist visitors, ensuring a positive and professional experience.
  • Answer and direct incoming calls appropriately.
  • Manage visitor logs and security protocols.
• Mail, Faxes & Office Supplies
  • Receive, sort, and distribute incoming mail and faxes.
  • Prepare outgoing mail and packages.
  • Monitor and order office supplies, ensuring inventory is stocked and organized.
• Calendar & Meeting Support
  • Provide calendar support to designated corporate leaders, including scheduling meetings and coordinating logistics.
  • Reserve conference rooms and assist with meeting setup (e.g., AV equipment, catering, materials).
• Administrative & Operational Support
  • Assist with document preparation, filing, and data entry.
  • Support internal communications and distribute memos or announcements.
  • Coordinate office maintenance requests and liaise with building management as needed.
  • Assist with setup and tear down of corporate events.
  • Provide support to Administrative Coordinators as needed.
  • Run local errands occasionally to pick up supplies.
  • Perform all other assigned duties and tasks as requested to support the needs of TOI.

Experience, Education, and Qualifications:

• High School Diploma or G.E.D.
• 1 or more years of administrative or related experience
• Experience supporting executives in multiple time zones preferred
• Bilingual Spanish preferred

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent verbal and communication skills
• Excellent organizational and planning skills; able to keep track of tasks/deliverables for ongoing efforts
• Team player who thrives in a fast-paced setting, moving quickly while being an excellent partner to the team and cross-functional partners
• Ability to organize and prioritize competing tasks while maintaining strong attention to detail
• Strong time management skills with the ability to meet deadlines
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software

PHYSICAL DEMANDS:

• This is an in-office role working out of our corporate offices.
• Frequently required to sit for extended periods of time, stand, walk, and reach with hands and arms
• Ability to apply manual dexterity including hand/wrist flexibility for computer keyboarding
• Occasionally required to sit, bend, kneel, stoop, or crouch
• May be required to lift, move, and carry up to 15lbs.
• Specific vision abilities required include close vision, color vision, depth perception, and the ability to adjust focus
• Frequently required to hear and speak in order to use telephone, make presentations, and communicate with people in an office environment
• Ability to communicate verbally on the phone and in person
• Extended hours may be needed