Administrative Assistant

• Provide administrative support to the Associate Corporate Counsel and other corporate leadership as assigned.
• Assist with organizing and maintaining contracts, leases, legal documents, and related records.
• Track key dates, action items, and project status updates across multiple departments.
• Maintain spreadsheets, logs, trackers, and departmental records.
• Assist with contract tracking software, lease files and software, policy documentation, and other corporate records.
• Coordinate meeting logistics, prepare materials, take meeting notes, and distribute follow-up items.
• Send reminders and assist with tracking outstanding tasks and requests.
• Help monitor policy and procedure review schedules and document updates.
• Organize correspondence, files, and electronic records to ensure information is easily accessible.
• Support payer relations, legal, human resources, and other corporate functions with administrative and organizational needs.
• Perform other administrative duties as assigned.

• Perform advanced secretarial/clerical/ administrative activities, with a history of high performance on behalf of the Executive Director of GCDI
• Produces/completes various work assignments requiring analytical ability, independent judgment, creativity, and problem-solving skills
• Maintaining headcount tracking, supporting the department in hire to retire contact and onboarding and exiting of employees and contractors
• Calendar scheduling/planning; coordinating and scheduling complex multi-leg and international travel arrangements
• Concur experience processing: Expense Reports; Purchase Orders and Payment Requests
• Communication Skills must be at a level to effectively interact with our company executives and internal/external clients to maintain workflow
• Coordinates special projects, as assigned from time to time.

Senior Administrative Associate

• Performs administrative and secretarial assistance for the department
• Coordinates meeting and travel arrangement for the Department
• Assists with details of meetings, including room scheduling, publicity, programs, ordering equipment, pre-registration lists, arrangements housekeeping and mailing
• Supervises volunteers in performing clerical work (collating materials, assembling booklets, etc.)
• Demonstrates willingness to accept non-routine work assignments as appropriate
• Transcribes, types, and prepares documents for mailing or internal distribution
• Prepares PowerPoint presentations
• Prepares, reviews, copies, and files departmental correspondences
• Attends selected meetings and records minutes
• Schedules meetings and appointments
• Confirms meetings to requestor and participants

Administrative Assistant – Internal Medicine Residency

• Serve as an administrative and operational support resource for the Facilities team, supporting multiple leaders and projects simultaneously
• Coordinate and manage Facilities-related service requests, including routing, tracking, and follow-up using ServiceNow or similar ticketing platforms
• Support office operations by assisting with facilities service requests and workplace needs in coordination with Facilities leadership
• Support vendor coordination activities in collaboration with the Facilities Office Assistant, ensuring continuity of service
• Assist with scheduling meetings, coordinating calendars, and supporting Facilities-related meetings and site activities
• Prepare, format, and distribute internal communications, reports, and correspondence related to facilities operations and projects
• Maintain departmental documentation, files, and reference materials on SharePoint, ensuring version control and organization
• Assist with office leasing, relocation, renovation, and decommissioning projects by supporting administrative activities and internal communications
• Order and track office and facilities-related supplies as requested
• Submit and reconcile expense reports related to Facilities operations
• Maintain contact lists for internal stakeholders and facilities-related contacts
• Provide professional front-line support to visitors and employees as needed

• Manage sponsored program funds from pre-award through post-award
• Work with Principal Investigators on proposal and budget development
• Monitor and review all charges, reconciliation of accounts
• Prepare monthly financial reports for Principal Investigators
• Consult with research faculty on budget and proposals
• Ensure compliance with sponsor and University policies

Grants Manager A/B – Pathology and Laboratory Medicine Business Office

• Provide polite, empathetic, and professional assistance to our customers and teammates via phone, email, and text.
• Act as the air traffic controller for our team by coordinating schedules and dispatching crews to where they are needed most.
• Perform detailed and accurate data entry to ensure all job files and customer records are perfectly up to date.
• Provide vital daily administrative support and jump in to assist other departments as needed to keep the office running smoothly.
• Keep our digital files organized and easily accessible.

• Provide broad clerical and administrative support across multiple teams and leadership levels
• Manage and maintain a variety of operational trackers, records, and dashboards, keeping information current and accessible
• Support expense reporting and invoicing workflows from collection through submission, ensuring accuracy and timely completion
• Coordinate virtual scheduling, meetings, and logistics — including preparation, note-taking, and follow-up across time zones
• Support travel logistics and coordination when needed, including room block management and event-related arrangements
• Communicate professionally with internal teams, clients, and stakeholders on behalf of leadership
• Maintain and audit distribution lists and organizational records in alignment with HR and leadership updates
• Monitor recurring reporting cycles and ensure consistent follow-through across multiple teams
• Perform data entry and analytical tasks with a high degree of accuracy
• Operate standard digital tools and software to support daily remote operations
• Proactively identify opportunities to improve efficiency and escalate issues to the appropriate level when needed.

Administrative Support Specialist

• Act as a trusted thought partner to SVP / VPs
• Manage complex, high‑stakes calendars across global time zones
• Coordinate internal and external meetings with a “no surprises” standard
• Manage executive email and correspondence with an enterprise lens
• Coordinate internal and external communications and initiatives on behalf of SVP / VPs
• Support leadership initiatives and special projects based on priorities and capacity
• Maintain organized electronic and physical filing systems; record and distribute meeting minutes
• Handle sensitive and business‑critical information with absolute discretion and professionalism

Senior Executive Administrative Assistant, Orthopedics

• Act as a trusted thought partner to SVP / VPs, proactively managing administrative and operational demands
• Manage complex, high‑stakes calendars across global time zones
• Coordinate internal and external meetings with a “no surprises” standard
• Manage executive email and correspondence with an enterprise lens
• Oversee office operations, including supplies, services, purchasing, and vendor coordination
• Support leadership initiatives and special projects based on priorities and capacity
• Maintain organized electronic and physical filing systems; record and distribute meeting minutes
• Coordinate travel, lodging, and transportation for Senior Executives

• Manages complex calendars, prepares correspondence and reports, and reliably handles confidential and politically sensitive issues.
• Often serves as an initial point of contact for and liaison to outside visitors, clients and vendors.
• Coordinates and performs multiple tasks while understanding the project principles and technical skills related to own work assignments.
• Prioritizes work activities with little supervision.
• Supports the use of Team Sites.
• Schedules interviews.
• Coordinates hiring and on-boarding of new hires.
• Also handle resignations/off-boarding.
• Systems, Applications and Products in Data Processing (SAP) experience processing purchase orders, payment requests, and vendor add forms, as well as ability to run reports within SAP.
• Concur experience for processing expense reports.
• Communicates and interacts effectively with our company executives and internal/external clients both onsite and remotely to maintain workflow.
• Coordinates special projects within the division or area.
• Consistently demonstrates company leadership behaviors; able to deal with difficult situations and people diplomatically and effectively.
• Schedules complex travel arrangements, including multi-leg domestic and international travel.
• Handles visa and passport processing.
• Handles and prioritizes many simultaneous assignments.
• Performs some event planning and coordination.
• Exhibits extraordinary attention to detail.
• Demonstrates outstanding communication and people skills.
• Manages financial and budget tasks.
• Proactively takes initiative.

Senior Associate, Administrative Assistant – GMSA Oncology TA

• Provide advanced administrative support to senior IT leaders, including complex calendar management, travel coordination, and expense reporting.
• Coordinate and prepare materials for IT leadership meetings, technology reviews, and cross‑functional forums.
• Serve as a central point of contact between IT leadership and internal stakeholders, ensuring timely communication and follow‑up.
• Support planning and tracking of IT initiatives, including meeting logistics, documentation, and action‑item management.
• Manage confidential and sensitive information with discretion and professionalism.
• Assist with onboarding, access requests, and coordination of resources for IT team members.
• Identify opportunities to improve administrative processes and operational efficiency within the IT organization.

Executive Administrative Assistant

• Provide advanced administrative support to senior IT leaders, including complex calendar management, travel coordination, and expense reporting
• Coordinate and prepare materials for IT leadership meetings, technology reviews, and cross‑functional forums
• Serve as a central point of contact between IT leadership and internal stakeholders, ensuring timely communication and follow‑up
• Support planning and tracking of IT initiatives, including meeting logistics, documentation, and action‑item management
• Manage confidential and sensitive information with discretion and professionalism
• Assist with onboarding, access requests, and coordination of resources for IT team members
• Identify opportunities to improve administrative processes and operational efficiency within the IT organization

• Provide administrative support to managers and team members.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare, edit, and maintain reports, documents, spreadsheets, and presentations.
• Respond to emails, phone calls, and other correspondence in a timely and professional manner.
• Organize and maintain digital files, records, and confidential documents.
• Perform accurate data entry and maintain company databases.
• Coordinate virtual meetings and prepare meeting agendas and minutes.
• Assist with travel arrangements, expense reports, and other administrative tasks as needed.
• Monitor office supplies and coordinate vendor communications when required.
• Support various departments with special projects and general administrative duties.
• Ensure confidentiality of sensitive company and employee information.

Administrative Assistant – Full-Time / Part-Time

• Serve as additional point of contact for clients, providing responsive and proactive support.
• Manage cash operations, including monitoring balances, processing transfers, and overseeing deposits.
• Prepare, review, and process invoices, wire transfers, and bill payments accurately and efficiently.
• Execute payroll and coordinate with third-party payroll providers as needed.
• Reconcile intercompany activity and review bank reconciliations to ensure accuracy.
• Prepare and review financial reports, including cash receipts/disbursements and accounts receivable aging.
• Assist with preparation of financial statements and tax filings, including 1099s and relevant city/state forms.
• Support client-related insurance, credit, and vendor communications in collaboration with the team lead.
• Collaborate with and provide guidance to team members and participate in training and development initiatives.
• Participate in team meetings and contribute to continuous improvement of client service.
• Perform additional duties to support client and team needs as required.

Account Manager I, Family Office

• Facilitates completion and submission of FMLA/STD paperwork.
• Provides customer service and system navigation to referral sources as needed.
• Tracks referral source information and trends for reporting.
• Collaborates with Gateway Marketing/Outreach and Special Case teams.
• Assists patients in planning and scheduling initial and continuing care appointments.
• Works with patients to coordinate return to work and related paperwork prior to discharge.
• Schedules appointments in the EHR.
• Completes documentation in patient charts as needed.
• Develops and maintains referral source data in EHR.
• Attends Gateway mandatory trainings and in-services.

Business Development 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

• 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.
• Answers, routes and screens telephone calls to appropriate individuals.
• Participate in any related special projects or tasks that may arise.

Facility Administrative Assistant

• Perform tasks associated with client billing utilizing accounting software
• Monitor and distribute requests submitted to the general Billing Inbox
• Respond to ad-hoc matter level Alerts for the team
• Complete basic billing edits to current system information
• Support billing team with administrative tasks that will impact client billing
• Collaborate with resources inside and outside the firm as appropriate to complete billing projects or tasks
• Assist in fostering an environment of superior customer service, collaboration, commitment, and team spirit

Billing Administrative Assistant

• Keep our department and leaders on track by scheduling meetings, organizing events, and tracking attendance.
• Arrange travel plans and ensure refreshments are ordered when needed.
• Follow established guidelines with precision, with some opportunities to exercise independent judgment.
• Monitor and order office supplies, keeping an eye on expenditures.
• Craft correspondence, reports, meeting minutes, presentations, and other written and visual materials.

Administrative Assistant jobs in Pennsylvania

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Administrative Assistant

Senior Administrative Associate

Administrative Assistant – Internal Medicine Residency

Administrative Assistant

Grants Manager A/B – Pathology and Laboratory Medicine Business Office

Administrative Assistant

Administrative Support Specialist

Senior Executive Administrative Assistant, Orthopedics

Senior Executive Administrative Assistant, Orthopedics

Senior Associate, Administrative Assistant – GMSA Oncology TA

Executive Administrative Assistant

Executive Administrative Assistant

Administrative Assistant – Full-Time / Part-Time

Account Manager I, Family Office

Business Development Administrative Assistant

Senior Administrative Assistant, Enforcement

Office Manager – Executive Assistant

Facility Administrative Assistant

Billing Administrative Assistant

Administrative Associate