Administrative Assistant

4 weeks ago

Diamond Bar, United States Qt Medical Inc. Full time
Job DescriptionJob Description

About our Company

At QT Medical, our mission is to innovate and develop cutting-edge products that save lives worldwide. QT Medical is a venture-funded medtech startup focusing on the electrocardiogram (ECG or EKG) technology. QT Medical’s first product, PCA 500, is a medical standard 12-lead ECG approved by the FDA for professional and patient use.

 

Job Summary

We are seeking a detail-oriented Administrative Assistant to join our team to provide administrative support and assist in daily office operations. Under the direction of the Office Manager, the Administrative Assistant will be responsible for the day-to-day administration and execute a variety of projects simultaneously, with the ability to prioritize workload and meet established deadlines. The ideal Administrative Assistant will be enthusiastic; organized; confident in speaking to small and large groups; approachable by doctors and executive leadership; a good listener and problem solver; creative; tactful; fiscally responsible; and composed in the face of multiple priorities and deadlines. Performs work with exceptional attention to detail, strong verbal, and written communication skills, and maintains a high degree of confidentiality. This role will be supporting department needs such as following up on emails, and phone calls, scheduling appointments, preparing client materials, and making travel arrangements. We are highly client-focused, and this position communicates with clients and doctors via email, phone, and virtual meetings. Strong comfort with communication and technology is required. This position offers the opportunity to work in a dynamic environment and gain valuable experience with a growing company.

 

Job Expectations

  • Updates, maintains, organizes, and manages paper and electronic files, shared drives, and communication channels as needed

  • Assist department personnel with day-to-day administrative tasks, manage highly active company calendars including scheduling appointments, handling correspondence and video conferencing platforms

  • Perform clerical tasks such as filing, assist in data collection, and completing data entry into company databases and software systems accurately and efficiently

  • Prepares or drafts correspondence, memos, reports, presentations, and other documents preparation as needed

  • Plan office special events, meetings, parties, and other company related events including scheduling, preparing agendas, distributing materials, and arranging logistics

  • Maintains the integrity and confidentiality of corporate information

  • Actively participates in continuous improvement activities

  • Working with the team on special projects and programs in supporting office staff with various administrative tasks with flexibility in job duties is required as candidates may be asked to help in other departments depending on workload demands including support facility maintenance activities

  • Follows safety rules and regulations in performing work assignments and maintains a clean and safe work area.

  • Support Finance functions; perform other light accounting functions as needed

  • Participate in the annual budgeting process; operate within expected financial guidelines and budgets

  • Implement policies, procedures, and standards

  • Greeting clients, managing office inventory, and maintaining client conference rooms

  • Contribute to team efforts by accomplishing tasks as needed and adding your own thoughts/ideas/experiences

  • Prioritize new tasks as they come in

  • Conduct proofreading and editing tasks

  • Maintain organized electronic and physical filing systems

  • Work collaboratively with other administrative staff and departments within the organization to ensure smooth workflow and effective communication.

Knowledge, Skills, and Abilities

  • Proven previous experience in an administrative or clerical role in an office environment

  • Preferred: previous experience working with Accounting and other common business processes and systems in finance

  • Strong clerical skills including typing and data entry

  • Knowledge of calendar management and scheduling

  • Computer literacy with proficiency in hardware and software, including tech and office equipment

  • Create and maintain filing systems, both electronic and physical

  • Provide administrative support to senior leaders, including email correspondence and generation and distribution of memos, letters, spreadsheets, and forms

  • Help implement new programs, procedures, methods, and systems

  • Ability to work well under time constraints and pressures.

  • A proactive thinker in conflict resolution and problem-solving skills

  • Effective communication with a large and diverse group of individuals

  • Strong attention to detail, accuracy in completing tasks with a high degree of confidentiality, and excellent organizational skills and time-management skills.

  • Ability to work independently in prioritizing tasks with flexibility to work under changing priorities and manage multiple assignments simultaneously within established time frames

  • Excellent customer service skills with strong interpersonal communication skills.

  • Ability to work collaboratively with other team members to support data quality and integrity initiatives.

  • Highly effective verbal and written communication skills including punctuation, and spelling with a high degree of accuracy.

  • Ability to establish and maintain effective working relationships with all levels of management and employees

Education and Experience Requirements

  • Minimum of 1 year of administrative experience

  • Preferred Associate’s degree

  • Ability to pick up and learn new software and web-based technology

  • Ability to work well in high-pressure situations

  • Comfortability with video conference platforms

 

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer

  • Ability to perform repetitive operations such as sitting, standing, and using hands, arms, and fingers to reach, bend, grasp, and type

  • Ability to perform repetitive motions such as bending, sitting, walking, reaching with hands, grasping, pushing, stooping, and pulling

  • Ability to lift to 25 lbs. frequently, and up to 35+ lbs. occasionally with assistance

Compensation/Classification: $18.00 Hourly, Nonexempt

Schedule:

  • This position is part-time

  • 8-hour shift

  • Our hours are 8:30 am to 5:30 pm., Monday-Friday.

  • Work Location: In person, On-site Diamond Bar, California (Required)

 

QT Medical Inc. is an Equal Opportunity/Affirmative Action employer including protected Veterans and individuals with disabilities.

All applicants must pass a drug screen and a criminal background check. Additionally, the selected applicant will be required to sign a confidentiality and non-disclosure agreement as part of their employment. This position offers a great opportunity for growth and development in an office setting. If you have the required skills and are looking to contribute to a dynamic team, we encourage you to apply.

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