Administrative Assistant

3 weeks ago

Dana Point, United States Raviya Health Solutions Full time
Job DescriptionJob Description

Raviya Health Solutions is a growing boutique consultancy firm committed to driving innovation and excellence in the healthcare space. We are looking for a proactive and highly organized Administrative Assistant to join our fast-paced, complex environment. The ideal candidate will embrace the startup culture, demonstrate a readiness to engage deeply with tasks, and contribute actively to our growth.

As an Administrative Assistant at Raviya Health Solutions, you play a crucial role in the backbone of our team. As part of your role, you will support our team's operational needs, provide comprehensive support to our executives, manage office operations, and ensure seamless internal and external communication. Your ability to work well in a team and your exceptional communication skills will be key to your success in this role. The responsibilities include managing schedules (heavy calendaring), coordinating meetings, events and appointments, handling correspondence, preparing reports and presentations, making travel arrangements, and managing various administrative tasks to ensure the efficient operation of the team. This is a critical role that requires exceptional organizational skills, strong attention to detail, and the ability to handle multiple tasks simultaneously in an extremely fast-paced, complex start-up environment.

Responsibilities:

  • Scheduling and Calendar Management - Manage executive calendars, schedule appointments, coordinate meetings, arrange meeting for team members.
  • Correspondence Management - Prepare and proofread correspondence, reports, and presentations
  • Communication Liaison – Serve as point of contact between team and internal / external stakeholders, relaying messages, scheduling appointments, and facilitating communication.
  • Documentation Preparation and Management – prepare and format documents such as reports, memos, and presentations.
  • Data Entry & Recordkeeping – maintain databases, enter data, update records as needed.
  • Event Coordination & Planning – Assist with planning and execution of corporate events and tradeshows. 
  • Handle sensitive and confidential information with discretion
  • Assist with travel arrangements and accommodations
  • Coordinate, triage and prioritize incoming requests and inquiries
  • Organize and maintain physical and electronic files
  • Assist in preparing expense reports and processing invoices.
  • Provide support to executives working across different time zones and with global clients.
  • Other duties as needed

Requirements:

  • Bachelors degree or equivalent experience
  • At least 3 Years proven experience as an Administrative/ Executive Assistant
  • Demonstrated proficiency in Microsoft Suite & Products – Share Point / Teams / One Drive/Outlook/ Office
  • Proficient with QuickBooks
  • Strong attention to detail
  • Experience in handling a wide range of administrative and executive support tasks
  • Ability to prioritize and agility to flex when needed
  • Strong communication skills (written and verbal)
  • Proactive in triaging issues, offering solutions and setting up systems and SOPs to increase efficiency
  • Professional environment, ability to work internal and external customers
  • Strong proofreading and editing abilities
  • Exceptional organizational skills with the ability to multitask effectively
  • Ability to adapt to changing environments and take on additional responsibilities as needed.
  • Ability to work independently with minimal supervision

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