Administrative Assistant

4 weeks ago


Newton Center, Massachusetts, United States PaxeraHealth Full time
Job Overview

PaxeraHealth is seeking a highly skilled and detail-oriented Administrative Assistant to join our operations team. As an Administrative Assistant, you will play a vital role in ensuring the smooth and efficient operation of our headquarters office in Newton, MA.

This is a 24-32 hour per week hybrid office-based position that requires someone who is excited to be involved in a fast-paced and dynamic environment. You will have the opportunity to work with a talented and dedicated team of professionals who are passionate about delivering market-leading healthcare IT solutions and services.

The successful candidate will have excellent communication and organizational skills, with the ability to multitask and meet deadlines. You will be responsible for performing a range of administrative tasks, including clerical and administrative duties, maintaining records, and coordinating maintenance of office equipment.

Key Responsibilities
  1. Perform office administrative functions, including clerical and administrative tasks, maintaining records, and ordering supplies.
  2. Complete communication tasks, including drafting letters, memos, invoices, reports, and other documents.
  3. Answer and transfer phone calls, screening when necessary.
  4. Welcome and direct visitors and clients.
  5. Maintain filing systems as assigned.
  6. Accurately maintain customer lists.
  7. Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
  8. Respond to and resolve administrative inquiries and questions.
  9. Assist in arranging and scheduling travel, meetings, and appointments for the US office per company policy.
  10. Keep various lists and logs up-to-date in MS Excel and maintain up-to-date Basecamp projects.
  11. Collaborate and communicate effectively in the coordination of new projects.
  12. Process new projects, including the creation of job lists, ensuring that all job-related files are maintained and stored properly and entered into Basecamp project management application.
  13. Coordinate and process hardware purchases with technical support department and hardware vendor and maintain hardware order tracking list. Confirm payment from customer prior to shipping.
  14. Follow company processes to efficiently ship product, including the preparation of packing slips and commercial invoices and export documents for international shipments, and maintain shipping database spreadsheet.
Requirements
  1. Associate's degree required; Bachelor's Degree in Business Administration or related field preferred or equivalent combination of education and experience.
  2. At least 2 years of related office experience.
  3. Knowledge of office administration, clerical procedures, and recordkeeping systems.
  4. Extremely proficient with Microsoft Office Suite and/or Google Suite or similar software with the ability to learn new or updated software.
  5. Excellent people skills and a love of dealing with people – with a customer service focus.
  6. Excellent verbal and written communication and presentation skills.
  7. Excellent organizational skills and attention to detail.
  8. Excellent time management skills with a proven ability to multi-task and meet deadlines.
  9. Excellent interpersonal, negotiation, and conflict resolution skills.
  10. Ability to function well independently and as an effective team member in a fast-paced and at times stressful environment.
  11. Proven ability to maintain discretion and confidentiality.
  12. Must be able to work on-site at our Newton office at least 3 days per week.


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