Administrative Assistant

Come grow with us!   Medrina  has been voted one of the fastest growing companies and 92% of our employees feel we are the Great Place  To Work!  This is a completely remote role supporting our national teams together with another Administrative Assistant. 

Our Administrative Assistant team supports multiple departments by performing a variety of clerical and administrative tasks virtually in remote setting .   The Administrative Assistant reports to the Human Resources Generalist while also working directly with leaders of the Legal, HR, Business Development and Clinical Operations teams.   Candidates need to operate in the   Pacific Standard Time working from 7:30am-4:30pm, 1 hour every other Sunday, and some holidays . This role requires flexibility to shift hours occasionally, if necessary.

This is a full-time, hourly position offering $23.00 per hour and $100 monthly for internet and cell phone allowance. This role comes with a robust benefits package including 15 days of vacation, 7 paid holidays and 5 sick days annually. Group benefits, which begin day one, include health/dental/vision, employer paid life insurance, as well as eligibility for 401(k) with a company match after 6 months of service plus more. Candidates need to operate in the   Pacific Standard Time working from 7:30am-4:30pm, 1 hour every other Sunday, and some holidays . This role requires flexibility to shift hours occasionally, if necessary.

Essential Duties and Responsibilities:

• Manage company mailboxes, email, phone and fax lines in a timely manner . Manage phone line messages virtually: route messages, screening when necessary, to appropriate individuals. Respond and follow up on messages with callers the same day or within 24 hours.
• Communicate with company employees and vendors via phone and email daily.
• Track information in multiple Excel spreadsheets via MS Sharepoint .
• Order and maintain office supplies, meals and gifts (uniforms, business cards, gifts & etc.), track it in Excel spreadsheets and communicate with various vendors.
• Respond to and resolve administrative inquiries and questions including verification of employment requests.
• Maintain digital filing systems and save documents in appropriate folders via MS SharePoint and track document amendments in Excel.
• Send out documents with AdobeSign or DocuSign for signature, distribute and save the signed copies.
• Respond to internal and external record requests and audits. Retrieve information as requested from records and other related documents.
• Update records with dates and other information daily and weekly.
• Conduct monthly audits using online databases, recording and communicating the results.
• Record and track expenses via Excel Spreadsheets and Concur system.
• Conduct independent research and provide information and regular reports.
• Assist in coordinating and scheduling company events, meetings, and appointments.
• Attend staff team meetings as well as 1:1 meeting with the manager via MS Teams
• Perform other administrative duties as assigned.   

Job Requirements:

• High School Diploma or GED.
• Minimum of 3 years of administrative experience and 1 year of direct support for multiple teams and/or senior leadership simultaneously.
• Experience supporting medical providers or within a healthcare environment is strongly preferred.
• Advanced technical proficiency in the Microsoft Office Suite, including Outlook (management of high-volume email traffic, calendar coordination, and shared inbox oversight), SharePoint, Teams, Excel (advanced formulas, data tracking, reporting, pivot tables), PowerPoint (organizational charts and presentations), Word and Adobe Sign. Candidates should be prepared to complete a technical skills assessment as part of the selection process.
• Strong technical aptitude with the ability to quickly learn and adapt to new platforms and systems (e.g., mass communication tools, HRIS, workflow systems).
• Proficiency navigating web-based tools, databases, and search engines .
• Proven ability to manage multiple departments and/or senior leaders in a fast-paced, deadline-driven environment while maintaining accuracy and professionalism .
• Exceptional organization skills with a strong attention to detail and the ability to follow through on tasks independently.
• Ability to prioritize workload, proactively problem-solve in a dynamic and evolving environment.
• Excellent written and verbal communication skills
• Excellent interpersonal and customer service skills.
• Ability to work independently as well as with remote teams.

Physical Requirements:

• This is not a flexible schedule role . This is a full-time, 40 hrs /week role with Monday – Friday, 8 hours/day work schedule during standard business hours, with 1 hour of work every other weekend.
• This is a remote, work from home position which handles sensitive, confidential information. Work must be performed in a private and quiet setting without distractions.
• Communicating via virtual online meetings daily with reliable internet connectivity with camera on as well as being responsive in a timely manner during work hours via email, MS Teams and phone are required .
• Ability to contact employees and vendors via phone ($100 monthly stipend for internet and cell phone use is provided).
• Ability to sit, stand, and walk for extended periods.
• Ability to lift and move up to 10lbs.

EOE/M/F/Vet/Disability :

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.