FREE ACCESS
5,000–10,000 jobs/day
See all jobs on JobTailor
Search thousands of fresh jobs every day.
Discover
- Fresh listings
- Fast filters
- No subscription required
Create a free account and start exploring right away.
Healthcare Administrative Assistant
Cardiovascular Associates of America - CVAUSAAdministrative Assistant providing support to CVRS leadership in coordinating clinical research activities and ensuring operational efficiency. Engaging with multiple stakeholders for effective communication and project management.
About the role
Key responsibilities & impact- Provide administrative support to CVRS leadership
- Manage leadership calendars and scheduling requests
- Coordinate internal and external meetings
- Schedule recurring committee, leadership, and operational meetings
- Prepare meeting agendas and supporting materials
- Distribute meeting invitations and supporting documents
- Record meeting notes and maintain meeting records when requested
- Maintain leadership action item logs
- Track project deliverables and deadlines
- Follow up with team members regarding outstanding tasks
- Monitor completion of assigned action items
- Provide routine status updates to leadership
- Assist with preparation of project dashboards and reports
- Coordinate routing of contracts, agreements, SOPs, policies, and study documents for review and approval
- Track document approvals and signature status
- Maintain document version control
- Assist with collection and organization of leadership approvals
- Support electronic signature workflows
- Monitor and manage shared departmental email accounts
- Route communications to appropriate stakeholders
- Draft routine communications and meeting summaries
- Coordinate follow-up correspondence on behalf of leadership
- Maintain contact lists and distribution groups
- Coordinate leadership meetings, committee meetings, and strategic planning sessions
- Arrange meeting logistics, conference rooms, virtual meeting links, and materials
- Coordinate travel arrangements as needed
- Assist with planning and execution of: Investigator Meetings, Research Summits, Leadership Retreats, Site Manager Meetings, Training Programs, Sponsor Visits, Team Recognition Events
- Coordinate collection of organizational documentation
- Maintain organizational charts and contact directories
- Assist with distribution of network-wide announcements
- Support implementation of operational initiatives
- Prepare routine operational reports
- Compile leadership metrics and meeting materials
- Maintain tracking logs and project status reports
- Assist with creation of PowerPoint presentations and executive summaries
- Support preparation of Board, Executive Committee, and Leadership Team materials
- Track contract review and approval workflows
- Maintain vendor contact information
- Maintain confidentiality of sensitive organizational information
- Follow organizational policies and procedures
- Maintain accurate and organized records
- Participate in process improvement initiatives
Requirements
What you’ll need- Associate's Degree required
- Bachelor's Degree in Business Administration, Healthcare Administration, Communications, or related field preferred
- Minimum 2 years of administrative, executive assistant, project coordination, healthcare administration, or research administration experience preferred
- Experience supporting multiple leaders or departments preferred
- Experience coordinating meetings, projects, and executive communications preferred
- Exceptional organizational skills
- Strong attention to detail
- Excellent written and verbal communication skills
- Strong customer service and interpersonal skills
- Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
- Ability to maintain confidentiality and professionalism
- Ability to work independently and proactively identify needs
- Ability to perform prolonged computer-based work
- Ability to occasionally lift and transport meeting materials and supplies up to 20 pounds
Benefits
Comp & perks- Health insurance
- Retirement plans
- Paid time off
- Flexible work arrangements
- Professional development
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
Project CoordinationMeeting SchedulingDocument Version ControlReport PreparationData Tracking
Soft Skills
Attention to DetailCustomer ServiceInterpersonal SkillsWritten CommunicationVerbal Communication
Certifications
Associate's DegreeBachelor's Degree in Business AdministrationBachelor's Degree in Healthcare AdministrationBachelor's Degree in Communications