Administrative Assistant

• Performs department receptionist and secretary duties
• Maintains department records
• Completes short term project as directed by the Director of Facilities
• Coordinates efforts for joint commission
• Serves as a liaison between assigned accreditation bodies
• Coordinates all survey and post survey activities
• Maintains complete and accurate records
• Manages and coordinates a variety of department projects, activities, reports, schedules and data collection and management
• Reviews policies and procedures and makes recommendations
• Maintains inventory, orders supplies and completes requisitions
• Reviews purchase requisitions and invoices through the Accounts Payable program
• Arranges and schedules meetings; coordinates meetings, agenda materials and records meeting minutes
• Maintains confidentiality of highly sensitive information and abiding by HIPAA/Privacy Breach regulations
• Maintains and standardizes office procedures
• Demonstrates prompt and accurate responses to all requests, problems, and questions
• Performs routine clerical tasks such as filing, sorting, collating, delivering, routing, copying, mailing, etc.
• Operates computer equipment to store, edit, format, print and revise letters, memos, statistical tables, reports, forms, labels and other printed material
• Uses the work order system and generates reports
• Communicates appropriately and clearly with everyone in/out of HPMC
• Maintains a good working relationship with all points of contact

Engineering Administrative Coordinator

• Hire, train, and mentor a high-performing team to execute our product vision and strategy with measurable business impact
• Lead design projects of significant scope across vision, strategy, and execution
• Build lean standards and processes that balance quality, capability, and speed
• Contribute to product strategy and roadmaps in service of company objectives
• Use AI tools fluently — from rapid prototyping and generative exploration to shipping faster, higher-quality work
• Partner effectively with teams in the US and across time zones, bringing strong async communication and a collaborative, low-ego working style
• Build relationships across Product, Engineering, Marketing, and Data Science to deliver cohesive, inclusive user experiences
• Own key UX artifacts — user journeys, personas, UX measurement, and more
• Drive accessibility through inclusive design, awareness, and innovation

Group Manager – Product Design, Back Office

• Support the District Manager and branches in the assigned District by facilitating administrative needs
• Assist Regional Administrative Assistant in hiring and onboarding procedures
• Manage accounts payable and expense reports
• Assist with scheduling and event planning
• Coordinate District activities and meetings
• Oversee administrative functions like time-keeping and office organization
• Generate reports and manage document process flow

District Administrative Assistant

• Support the software-defined organization by managing files, facilitating the transition to new digital formats, updating templates and standardizations, and contributing to continuous improvement initiatives
• Manage files, facilitating the transition to new digital formats, updating templates and standardizations and contributing to continuous improvement initiatives
• Provide technical support to staff for administrative software applications
• Perform word processing, proofreading, spreadsheet data entry and reporting
• Update specifications files
• Create and maintain internal resumes
• Manage proposal processes
• Research Companywide, department events and travel coordination
• Coordinate and support company training programs by scheduling, delivering to staff and managing all onboarding training logistics
• Create, prepare, track and present internal company-wide meetings including monthly, quarterly and ad hoc sessions
• Maintain an organized system for tracking and implementing policy and procedure updates ensuring compliance and efficiency, including proofreading these updates with 100% accuracy
• Research and purchase employee and client gifts, internal and external SWAG and manage related logistics to ensure timely delivery and adherence to budgetary guidelines
• Track and fulfill document requests ensuring accuracy and timely completion
• Monitor and manage the company’s general email inbox and phone messages responding to inquiries and directing them appropriately
• Special Projects as needed, including project management and coordination of small to moderate-scope initiatives
• Travel arrangements and booking industry events, including coordination and reservations
• Email and schedule management
• Company meeting presentation development and content coordination amongst contributors
• Expense management
• Special projects for Departmental Directors
• Assist with professional licensing
• Completion of Assigned Tasks and Deliverables on Time and on Budget
• Performs Other Related Duties as Assigned

Administrative Specialist

• Build the Global Executive Engagement Program
• Define the strategy, operating model, governance, and success measures for executive engagement across OpenAI's priority accounts, regions, and strategic moments.
• Develop a scalable framework for determining where executive involvement will create the greatest customer and commercial impact.
• Build repeatable playbooks for executive sponsorship, account planning, customer follow-through, advisory forums, executive events, and global market engagement.
• Maintain visibility into executive relationship coverage, commitments, risks, and opportunities across priority accounts.
• Establish the operating cadence that aligns Sales leadership, account teams, and executives around upcoming engagements, decisions, and follow-through.
• Lead the strategy and execution for marquee executive engagement moments—including Davos, Sun Valley, and other C-suite convenings—ensuring each has clear commercial objectives and measurable outcomes.
• Own the end-to-end strategy and execution for high-stakes executive customer and partner engagements, from qualification and preparation through meeting design and post-meeting execution.
• Translate complex account dynamics, customer priorities, competitive context, and OpenAI strategy into concise, decision-ready executive briefings.
• Partner with account teams to define engagement objectives, executive attendees, customer value propositions, and desired business outcomes.
• Coach sales leaders and account teams on executive presence, strategic storytelling, executive relationship mapping, and engagement planning.
• Act as a trusted extension of the CRO, representing the Office of the CRO in cross-functional planning, operating forums, and selected customer engagements when appropriate.
• Prepare the CRO for major customer meetings, strategic decisions, market visits, and executive events.
• Synthesize complex information into clear recommendations, tradeoffs, and action plans for the CRO and Revenue Leadership Team.
• Lead high-priority cross-functional initiatives on behalf of the Office of the CRO.
• Build strong operating rhythms across the Office of the CRO, including planning cycles, executive communications, priority tracking, and accountability.
• Surface insights from executive conversations and strategic accounts to inform Product, GTM Strategy, Customer Success, Marketing, Communications, Research, and executive leadership.
• Partner across functions to ensure executive engagements reflect OpenAI's strategic priorities and strongest customer narratives.
• Expand executive relationships across priority accounts by orchestrating the right mix of OpenAI leaders, account teams, and ecosystem partners.
• Measure program success through executive engagement, relationship health, strategic opportunity progression, customer outcomes, and commercial impact.
• Capture repeatable executive engagement best practices and customer insights that strengthen the broader GTM organization.

Strategic Program Manager

• Provide comprehensive backup administrative support to executives during EA absences, demonstrating rapid proficiency in their specific calendar management, domestic and international travel arrangements, and expense reporting.
• Exhibit exceptional multitasking abilities and adeptness in prioritizing tasks within a fast-paced environment, while maintaining meticulous attention to detail, accuracy, and adherence to deadlines.
• Serve as a reliable liaison between executives and internal/external stakeholders, facilitating effective communication and collaboration across all levels of the organization.
• Handle ad hoc projects, event coordination, and operational assignments with professionalism and efficiency, demonstrating flexibility and resourcefulness in addressing evolving priorities.
• Contribute to the efficiency of office operations by anticipating needs, proactively identifying solutions, and implementing streamlined processes for hand-offs and coverage.
• Handle highly sensitive and confidential information with the utmost discretion and professionalism at all times.

Senior Administrative Assistant – Floater

• Provide support to a senior MD of Sales and 4-5 direct reports
• Calendar Management
• Expense reporting
• International and Domestic Travel Arrangements
• Screening calls, act as gatekeeper
• Meeting/Event logistics coordination
• Filing, faxing, and any ad hoc projects assigned

Administrative Assistant – APAC Equity Sales/Trading Team

• Perform a broad range of administrative duties for the department's Senior Leadership, use initiative and judgment in handling sensitive and confidential details.
• Exercise independent judgment and discretion in such tasks as scheduling appointments, receive and screen visitors and telephone calls.
• Rely on experience and judgment to plan and accomplish goals.
• Maintain and control confidential files and records, prepare all required reports and correspondence.
• Maintain appointment schedule, distribute all directed correspondence, and establish priorities with Senior Director on a daily basis.
• Develop and maintain an appropriate system for electronic filing key documents and presentations.
• Exercise considerable discretion and finesse in dealing with contacts to effectively carry out the internal and external relationship of the Senior Director office.
• Maintain a positive and professional attitude at all times, act as a model for others to emulate.
• Work with other AA’s to organize joint projects and meetings as necessary.
• Perform any other duties as required to ensure Health Plan operations and department business needs are successful.

Administrative Assistant II

• Coordinates Maintenance Technician Onboarding and Training
• Assists the Manager of Quality Assurance with Vendor Approval process
• Maintains rosters for approved company, and Vendor Maintenance Technicians
• Assists in the collecting and organization of data for various types of reports and projects
• Other duties as assigned

Maintenance Administrative Coordinator

• Manage complex calendars, scheduling meetings and resolving conflicts on behalf of the Chief Executive Officer and Chief Operating Officer.
• Prepare correspondence, reports, presentations, and meeting materials as requested.
• Prepare agenda and meeting packets for board of director meetings.
• Support the executive team with special projects to contribute to organizational growth.
• Manage and coordinate in-person meeting logistics on behalf of the Chief Executive Officer, including scheduling, venue setup, food coordination, and other necessary resources to ensure smooth and efficient execution.
• Provide assistance with reviewing and maintaining various documents and reports such as expense reports, time studies, and other financial data as needed.
• Capture and disseminate meeting and event notes as requested.
• Manage office operations and procedures to ensure organizational effectiveness and efficiency.
• Coordinate logistics for major events hosted in the office, including overseeing supplies and furniture set-up, audio visual needs, food and beverage procurement, and printed materials preparation.
• Warmly greet and assist office guests, ensuring they feel welcomed and comfortable during their visit.
• Maintain office supplies inventory and order necessary items when needed.
• Manage office facilities and vendors, including cleaning, maintenance, repairs, and equipment upkeep.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Implement and maintain office policies and procedures to ensure compliance with company standards and regulations.
• Maintain office calendars.
• Provide general office and administrative support based on needs of the organization.
• May assist with Human Resources and staff recruitment processes, including posting jobs, coordinating interview meetings and debriefs, and coordinating pre-hire activities.
• Facilitate a smooth onboarding process for incoming employees. This includes ensuring that space, IT hardware, and software provisioning are organized by the employee start date.
• Assist with the provisioning and administration of IT equipment (e.g., computers, monitors, etc.) and company software solutions (e.g., Google Suite, Zoom, etc.).
• Coordinate logistics for team meetings, staff trainings, and other special staff events.
• Oversee other administrative duties based on needs of the Finance and Operations Department.
• As a member of the BEAM Circular team, participate in miscellaneous projects and event support, as requested, to support the BEAM Circular mission.
• Upon request, support & advise the BEAM Circular leadership team with planning and execution of team development & planning activities, offsites & strategic planning sessions.
• Serve as a positive and professional representative of BEAM Circular in correspondence and interactions with external partners and community members.
• May drive on company business.
• Comply with all BEAM Circular policies and procedures, including but not limited to workplace safety, reporting work-related injuries, Infection Control, and preventing potential safety risks for staff, clients, and others.

• Track caregiver attendance, call-outs, tardiness, and reliability metrics
• Prepare reports and scorecards for leadership meetings
• Draft and organize HR documentation, coaching records, and employee paperwork
• Coordinate meetings, calendars, and supporting documentation
• Update and maintain company SOPs, internal guides, and knowledge base articles
• Monitor compliance items and follow up on expiring caregiver documentation
• Perform quality assurance reviews and identify missing or inconsistent information
• Assist with recurring operational projects, audits, and administrative initiatives
• Maintain accurate documentation across multiple systems and databases

Home Care Operations Administrative Assistant

• Help new customers establish platform credentials with our various partners
• Provide responsive customer support by diagnosing issues, troubleshooting problems, and delivering effective solutions to ensure a positive user experience
• Collect proper documentation and forms to maintain customer files accurately and consistently in accordance with department workflows and procedures
• Update customer information in our internal databases, on carrier platforms, and carrier partners
• Task and pend to ensure timely and accurate processing, follow up as needed
• Contribute or create a standard operation procedure for each process to be shared amongst your team for training and reference
• Provide clear communication and documentation of workflow status
• Respond to inquiries in a timely and professional manner

Junior Operations Assistant – Administrative Coordinator

• Own office operations: manage day-to-day office logistics, including supplies, equipment, layout, and maintenance to ensure a seamless workplace experience.
• Coordinate vendors and facilities: oversee relationships with building management, IT support, cleaning services, and other vendors; manage contracts and service quality.
• Support employee experience: help onboard new hires, maintain a welcoming office environment, and support in-office culture and engagement initiatives.
• Partner with the Senior Executive Assistant and administrative team: assist with operational priorities, internal coordination, and execution of company-wide initiatives.
• Manage office budget and expenses: track spending, process invoices, and ensure cost-effective operations.
• Plan and execute events: organize internal gatherings that strengthen team culture.
• Ensure operational readiness: anticipate needs, troubleshoot issues quickly, and continuously improve office systems and workflows.
• Act as the lead in-office presence: maintain a consistent onsite presence to support the team, visitors, and daily operations—this role is built around being physically present and accessible.

Office Manager

• Organize and expedite workflow through the administrator’s office, initiating follow-up action as appropriate.
• Answer phones, screen and route visitors and callers, and resolve routine and some complex inquiries from internal and external contacts using knowledge of department and organizational policies.
• Format, type, edit, and compose complex, technical, and confidential materials, including correspondence, memos, reports, presentations, and materials for the administrator’s signature.
• Take and transcribe complex and confidential dictation.
• Schedule appointments and meetings, coordinate agendas and materials, and arrange meetings, conferences, and travel for department personnel.
• Prepare and distribute meeting minutes; open, read, prioritize, route, and respond to incoming mail and routine correspondence.
• Maintain confidential files, logs, and records; support lab orders while upholding confidentiality and integrity within the lab environment.
• Assist in planning and organizing special projects.

Administrative Assistant – Research Administration

• Oversee the event ticketing system (Elevent), including program and venue scheduling, ticket inventory, membership sales, reporting, and troubleshooting.
• Ensure accurate and timely admissions and membership sales reports are distributed to departments.
• Manage Will Call and stand-by ticketing processes across all venues.
• Reconcile all box office income and submit a detailed final report with archived files following the event.
• Partner with Production and Operations teams to coordinate Box Office logistics, including equipment, internet, and phone line setup.
• Supervise and support the Box Office Coordinator across all work needs.
• Hire, train, schedule, and oversee up to 5 box office ticket agents, as well as Box Office volunteers.
• Manage Box Office phone lines and provide leadership in resolving customer service issues.
• Maintain a visible presence at the Box Office to ensure a positive audience experience.
• Collaborate with Marketing to ensure timely communication of program or ticketing updates to buyers.
• Work with Programming and Development teams to deliver ticket and pass benefits for filmmakers, members, sponsors, and partners.

Box Office Manager

• Reads and routes incoming mail to appropriate individual.
• Prepares outgoing mail and correspondence, including e-mail and faxes and overnight packages.
• Prepares cash deposits, where applicable.
• Composes and types routine correspondence.
• Answers, routes and screens telephone calls to appropriate individuals.
• Greets walk in traffic and scheduled visitors and escorts to appropriate area or person.
• Makes copies of correspondence or other printed materials.
• Orders and maintains supplies, and arranges for office equipment maintenance.
• Provides customer billing support and weekly stats support.
• Provides support to Payroll Dept. with Time & Attendance to poll the time clock of weekly punches and approved edits to the time cards.
• Uploads hours file to payroll for processing.
• Enters new employees to time clock and advises of any punch issues.
• Work closely with Corporate HR office to ensure new hire and employee separation information is sent for timely entry to respective Payroll, HR and Time & Attendance systems.
• Assist with coordinating benefit enrollment periods and distribution of all communications.
• Monitor uniform distribution and inventories.
• Participate in any related special projects or tasks that may arise.

Air Cargo Facility Administrative Assistant

• Provide day-to-day operational and transactional support to the legal team
• Manage and maintain the contract repository and lifecycle management system
• Coordinate e-signature workflows and facilitate physical signature logistics
• Support the commercial legal team by monitoring shared legal mailboxes
• Oversee matter management processes, including vendor coordination and invoice review
• Maintain organized digital and physical filing systems for project documents
• Assist with ad hoc project support and handle confidential information with discretion
• Provide logistical and materials support for meetings, trainings, and events

Legal Administrative Assistant

• Creates routine correspondence, reports and forms in support of department.
• Types, formats, and edits non-routine correspondence, reports, forms and related documents using word processing software.
• Organizes files and computer databases and makes corrections to information in files.
• Prepares advanced charts, graphs, tables, and presentations using word processing, spreadsheet, and presentation software.
• Answers the telephone, screens/routes calls, and takes messages for senior staff.
• Provides information as appropriate and assists visitors.
• Prepares mail for pick-up and routes mail for officers.
• Schedules/organizes meetings, luncheons, and events.
• Prepares meeting agendas, takes minutes, and documents decisions.

Senior Administrative Assistant, Enforcement

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• Handles filing: Federal, State, Appeals and E-Filings
• Prepares correspondence, memoranda and other legal documents from written and oral drafts
• Prepares discovery and pleading shells and assists with document productions
• Assists with trial preparation, including trial and exhibit binders
• Finalizing letters, motions, pleadings and discovery forms
• Opens new matters, requests conflicts of interest checks updates and maintain legal files
• Ensures that calendar deadlines items get to docketing clerk in timely manner
• Process expense reports, check requests, enter partner billable time and review client prebills
• Arranges travel, coordinates meetings and conference calls across various offices and time zones
• Performs overload typing, filing, photocopying, or reception relief as time permits

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