What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at SportsMED Orthopaedic Specialists?
Key Responsibilities:
Administrative Support:
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- Provide general administrative support to team members, including scheduling meetings, answering phone calls, and handling correspondence.
- Prepare, organize, and maintain files, records, and documents.
- Assist in the preparation of reports, presentations, and other materials as needed.
Calendar Management:
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- Schedule and coordinate meetings, appointments, and travel arrangements for executives and staff.
- Ensure all scheduling conflicts are resolved and that all appointments run smoothly.
Office Management:
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- Order and maintain office supplies and ensure the office is organized and well-maintained.
- Ensure that office equipment (e.g., printers, fax machines, copiers) is in good working condition and arrange for repairs when necessary.
Data Entry & Filing:
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- Input and update data into company databases or systems.
- File and archive documents, both physical and digital, for easy access and retrieval.
Event Planning:
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- Assist in organizing company events, meetings, and conferences.
- Coordinate logistics for events, including room setups, catering, and materials.
Recruitment Support:
- Assist in posting job openings on various job boards and company websites.
- Review resumes, schedule interviews, and communicate with candidates.
- Maintain candidate records and assist in the hiring process, including background checks and reference checks.
- Help with new hire onboarding, including preparing orientation materials and conducting introductory training.
Employee Records Management:
- Maintain accurate and up-to-date employee records in HRIS (Human Resources Information System).
- Update employee information, including personal details, job changes, and other relevant information.
- Assist in preparing and processing employment documentation such as contracts, performance reviews, and terminations.
Benefits Administration:
- Assist employees with inquiries about benefits packages (health insurance, retirement plans, etc.).
Payroll Support:
- Support the payroll process by gathering and verifying employee attendance and timesheets.
- Assist with payroll inquiries and resolve any payroll-related issues.
Qualifications:
- Proven experience as an Administrative Assistant or similar role.
- Excellent organizational and time-management skills.
- Strong verbal and written communication skills.
- Proficient in MS Office and Kofax PDF (Word, Excel, PowerPoint, Outlook).
- Ability to handle sensitive information with confidentiality.
- Strong attention to detail and problem-solving abilities.
- High school diploma or equivalent; additional certification or training in administration is a plus.
Preferred Skills:
- Experience with office management software (e.g., Google Workspace, Dropbox, etc.).
- Knowledge of basic bookkeeping and invoicing.
- Ability to multitask and prioritize effectively in a fast-paced environment.
Work Environment:
- Office setting, Full-time
- Monday to Friday 8-5
