Administrative Assistant

• Provide administrative support to the Program Manager, project staff, and Government stakeholders to ensure efficient contract operations.
• Assist with budget tracking, financial reconciliations, purchase documentation, and preparation of monthly, quarterly, semiannual, and annual financial reports supporting multiple Government customer organizations.
• Prepare, review, and distribute monthly contract status reports, project metrics, meeting minutes, correspondence, and other contractual deliverables.
• Coordinate invoice preparation and support submission through Government electronic invoicing systems.
• Maintain project files, financial records, correspondence, and administrative documentation in accordance with Government and company records management policies.
• Coordinate meetings, schedules, travel arrangements, customer communications, and logistics for project personnel.
• Assist with procurement documentation, vendor communications, purchase requests, subscription tracking, and administrative processing for library acquisitions.
• Monitor office supplies, Government-furnished property inventories, and administrative resources to support uninterrupted operations.
• Maintain spreadsheets, databases, dashboards, and tracking systems using Microsoft Office applications to support project management and financial oversight.
• Support contract transition activities, onboarding of new personnel, quality management documentation, and other special projects as assigned.
• Maintain confidentiality of Government information while ensuring compliance with applicable security, privacy, and contract requirements.

Library Administrative Assistant

• Monitor and maintain volunteer postings.
• Actively track, update, and manage volunteer listings across organizational platforms and external public boards (e.g., Serve Illinois, local community networks) to ensure visible pathways for individuals seeking qualification hours.
• Serve as the primary point of contact for all volunteer inquiries; promptly acknowledge and respond to high volumes of prospective volunteer emails, ensuring accurate timelines and clear next steps are communicated.
• Collect and screen preliminary volunteer details (names, dates of birth, and case details) to align their tracking requirements with Illinois Department of Human Services (IDHS) mandates.
• Schedule and conduct individual onboarding sessions for incoming volunteers on a rolling basis.
• Build and manage volunteer schedules to ensure participants are consistently provided enough service opportunities to securely meet their mandatory 20 hours per week (80 hours per month) threshold for SNAP Benefits.
• Educate incoming volunteers on organizational policies, site safety, and the rigid reporting mechanics required to log their hours accurately.
• Assist volunteers in accessing and utilizing the "Manage My Case" dashboard to verify their status, review state correspondence, and check the "Check if I meet SNAP work requirements" screening tools.
• Guide volunteers through the Illinois Application for Benefits Eligibility (ABE) portal (www.abe.illinois.gov), directly assisting them in troubleshooting account creation, password resets, and initial application entries if needed.
• Maintain an up-to-date understanding of Illinois Department of Human Services (IDHS) eligibility standards, income thresholds, and specific exemptions for both SNAP and Medicaid.
• Attend relevant training and convenings to stay updated on new trends, requirements, and compliance standards for SNAP and Medicaid eligibility.
• Complete, sign, and distribute official organization verification letters and state-specific compliance forms (such as the IDHS SNAP Activity Report Form IL444-2610).
• Support SNAP/Medicaid recertification of volunteers.
• Develop trainings for participants in the volunteer program.
• Keep internal logs of completed volunteer hours to match state records.
• Serve as the primary point of contact for internship inquiries and screening interns for various agency programs.
• Support scheduling for the Executive Director and Executive Team.
• Oversee administrative tasks for the Executive Director/Team such as obtaining signatures, managing credit card reconciliation (compiling receipts, filling out forms, sending to the finance department), reimbursement forms, supply requests and tracking PTO.
• Coordinate travel arrangements and prepare itinerary for ED external appearances, meetings, events, travel, conferences etc.
• Coordinate logistics for in-person meetings such as securing facilities and coordinating catering.
• Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all E-team related meetings as appropriate.
• Assist the Executive Team in coordinating the agendas and taking minutes of various meetings.
• Support the Chief of Staff in secure speaking engagements and coordinates appearances for ED.
• Prepare and assemble reports and packets in advance of board meetings.
• Arrange all Board meetings in a timely manner including securing space, collecting all relevant materials for Board members, setting up conference lines, and taking minutes.
• Support administrative projects.
• Other Job duties as assigned.

Administrative Coordinator

• 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.

• Provides support to the Resident District Manager
• Covers various departments throughout the unit
• Performs activities such as photocopying, compiling records, filing, and scheduling appointments.
• Writes types or enters information into computer to prepare correspondence.
• Maintains records, prepares forms, verifies information, and resolves routine problems.
• Conducts research when necessary.
• Operates various office machines.
• Opens and routes incoming mail, answers correspondence and prepares outgoing mail.
• Answers telephone, conveys messages and runs errands.
• May receive, count, and deposit cash, as needed.
• May include human resources functions for the unit, district, and region.
• Complies with all company safety and risk management policies and procedures.
• Participates in regular safety meetings, safety training, and hazard assessments.

• 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

• Support the General Manager, Sales Manager, Cemetery Caretaker Supervisor, and Chapel Location Manager (in combo facility) to ensure objectives are met while maintaining a high standard of ethics and meeting budgetary requirements.
• Coordinate the processing of orders and the control of storage inventory for vaults and markers
• Partner with the Grounds/Maintenance Department to ensure the processing of installation orders
• Consistently communicate with families upon request complete
• Hire and train staff to follow business processes
• Motivate location staff to ensure service is above and beyond client expectations

Cemetery and Funeral Home Office Manager

• Manage the Client Success inbox and ensure timely, professional communication
• Coordinate calendars, onboarding meetings, client interviews, and follow-up appointments
• Prepare onboarding materials and ensure all documentation is complete prior to each onboarding
• Coordinate client interviews for pairings when clients choose to interview candidates
• Identify opportunities to improve the client journey and recommend process enhancements
• Build meaningful relationships with team members through regular communication and engagement in Slack
• Plan, coordinate, and facilitate quarterly Virtual Assistant meetings
• Reinforce EVA's core values, communication standards, and professional expectations through consistent messaging

• Maintain student records in the learning management system, Pearson Online Classroom • Prepare and send requests for cumulative student records, transcripts, special education records, and other educational documents for newly enrolled students • Monitor outstanding requests and follow up with previous schools to ensure records are received in a timely manner • Process and fulfill requests for student records from other educational institutions, agencies, and authorized parties • Verify request validity, ensure compliance with FERPA and school policies, and provide accurate records within required timelines • Maintain confidentiality of student records in accordance with FERPA and school policies • Provide administrative support during peak operational periods, including withdrawals, state reporting, student records, enrollment, attendance, truancy, and reception coverage • Accurately enter student information in the Qmlativ Student Information System (SIS) • Answer incoming front desk phone calls during periods when the Receptionist is unavailable • Assist the Administrative Assistant team with special projects and initiatives • Other duties as assigned

Records Administrative Assistant I

• 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

• Respond promptly to customer inquiries and complaints fully and with a resolution
• Partner with other members of management to set up and maintain customer and vendor accounts
• Assist with the entire new hire process with dedicated Recruiter and Onboarding Team in HR
• Manage local A/P process by creating purchase orders, reviewing local A/P invoices, and communicating with local vendors and Corporate Accounting
• Manage local A/R process by ensuring all customers are invoiced timely and accurately
• Ensure adherence to all company policies, safety rules and regulations
• Complete daily, weekly and monthly operations reporting including payroll, production reporting, and shipping and receiving
• Perform general clerical duties including mail sorting and processing, answering phones, maintaining company bulletin boards, and dispatching drivers
• Order and maintain office supplies, personal protective equipment (PPE), and first aid inventory
• Facilitate operational requirements by scheduling and completing administrative projects as needed

Office Manager

• Manages access to the directors by coordinating their schedules.
• Uses judgement and independence to make changes to schedules and matters of the directors.
• Prevents scheduling conflicts or anticipates and resolves conflicts competing with the director's schedule and or priorities.
• Maintains Kronos oversight and mileage reports for submission to Accounts Payable for all regions.
• Prepares productivity and payroll reports per directors' requests.
• Maintains administrative work flow by studying methods; implementing cost reductions; developing reporting procedures.
• Prepares licensure updates for submission to appropriate governing bodies with Executive Director approval.
• Prepares documents and statistical reports for the directors.
• Maintains continuity of administrative work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
• Contributes to organization success by welcoming related, different, and new requests; helping others accomplish job results.

Admin Assistant – Home Health

• Under limited supervision, independently coordinate and performs a variety of administrative and operational support duties affecting a complex department and/or the organization, which require high level skills and knowledge of departmental and organizational policies and procedures.
• Utilizes considerable judgment and interpreting departmental policies to resolve routine to complex inquiries or problems, serves as primary liaison with other departments.
• Develops, recommends and implements administrative and operational protocols for the department.
• Prepares a wide range of documents; composes, edits and proofreads correspondence and reports; creates and maintains spreadsheets and databases and produces reports; edits and proofreads documents to ensure accuracy.
• Typically performs duties involving mathematical calculations and general accounting procedures.

Administrative Assistant 3

• Provide support to the Resident District Manager
• Perform activities such as photocopying, compiling records, filing, tabulating, posting information, and scheduling appointments
• Write types or enters information into computer to prepare correspondence
• Prepare issues and send out receipts, bills, policies, invoices, statements, and checks
• Maintain records, prepare forms, verify information, and resolve routine problems
• Conduct research when necessary
• Operate various office machines
• Open and route incoming mail, answer correspondence and prepare outgoing mail
• Answer telephone, convey messages and run errands
• May receive, count, and deposit cash, as needed
• May include human resources functions for the unit and the district
• Comply with all company safety and risk management policies and procedures
• Report all accidents and injuries promptly
• Participate in regular safety meetings, safety training, and hazard assessments
• Attend training programs as designated
• Serve as a lead unit clerk performing advanced clerical duties by standard procedures
• Multi-task performing various clerical duties as needed
• May perform general accounting and complete financial reports according to policy
• May perform other duties as assigned

• Manage calendars, schedule meetings, and coordinate appointments
• Handle email inbox organization and respond to inquiries as needed
• Prepare and edit documents, reports, and presentations
• Maintain accurate digital records and filing systems
• Assist with data entry and database management
• Support recruitment tasks such as scheduling interviews
• Conduct basic online research
• Provide general administrative support to the team

• Assist leadership and project managers with meeting coordination, agenda preparation, notes, follow-up items and distribution of project communications
• Provide day-to-day administrative and project coordination support to project managers, leaders and team members
• Schedule and coordinate meetings, maintain calendars, prepare agendas and organize meeting materials
• Take meeting notes, document decisions and action items, and follow up with owners on due dates and updates
• Maintain basic project documents and trackers, including action logs, meeting notes, contact lists, status inputs and shared project files
• Help collect project updates, organize information and prepare simple status reports or summaries for review
• Support project team communication by sending reminders, requesting updates and helping ensure information is shared timely
• Assist with organizing project files, maintaining SharePoint or Teams sites and ensuring materials are easy to locate

Administrative Assistant – Project Coordinator, Results Delivery Office

• Coordinate logistics for and lead biweekly all-hands Trust staff meetings
• Develop and implement all-hands Trust staff activities, such as retreats, team building exercises, and celebrations
• Lead Organizational Culture Committee to ensure the Trust’s values permeate the day-to-day work experience
• Manage building and property to ensure that the campus and its facilities are properly organized and maintained
• Open, process and distribute mail on a daily basis
• Manage staff onboarding/offboarding including leading the Trust orientation
• Manage logistics for all onsite meetings or events including tracking attendance, greeting guests, setting up/breaking down, catering, and coordinating other rentals and services

Sales

• Design, build, and scale a high-performing US field organization, including sales, clinical, and hybrid roles appropriate for an exciting new technology launch.
• Own and architect the US sales strategy for an early-stage PFA platform in a highly competitive, rapidly evolving market.
• Build a sales organization that values partnership with physicians, hospitals, and internal teams.
• Lead the development of a creative, disciplined US contracting and pricing framework tailored for early market entry.
• Identify and cultivate relationships with key opinion leaders, industry partners, and stakeholders.
• Collaborate with cross-functional teams, including marketing, product development, and regulatory, to ensure alignment and successful product launch.
• Establish a strong Kardium field team culture during rapid U.S. expansion, preserving startup agility, integrity, and patient-first decision-making.
• Establish and oversee compensation strategy, including incentive plans.
• Stay current with industry trends and advancements in electrophysiology and pulsed field catheter technology to inform sales strategies.

VP, Sales

• Perform reporting and administrative duties to facilitate the clinical flow of all Avance Care locations
• Perform daily Pre-Visit Planning activities within the EMR
• Involvement in Quality Initiative projects as assigned by manager
• Assist with indexing incoming faxes
• Ensure CLIA certification is kept up to date
• Perform Avance Care compliance reporting including, but not limited to: Progress notes quality checks, Update the Patient Registry, Uncontrolled chronic conditions reporting to providers, Quality measure reporting, Patient follow-up care review

Administrative Care Coordinator

• Manage and maintain complex calendars for leadership and team members; schedule and coordinate meetings, appointments, and conference calls.
• Serve as a primary point of contact for administrative inquiries, ensuring professional communication with internal stakeholders and external clients.
• Prepare, edit, and format a wide variety of administrative documentation, including reports, presentations, and correspondence, adhering to organizational and Federal style standards.
• Utilize the full Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and Google Workspace to support daily operational needs and document creation.
• Facilitate office operations, including travel coordination, supply inventory management, and space reservation.
• Track action items, project deadlines, and support team documentation to ensure efficient project workflow.
• Maintain accurate records and office files in accordance with established policies.

• 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

Administrative Assistant jobs in United States

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Library Administrative Assistant

Administrative Coordinator

Administrative Assistant

Administrative Assistant

Engineering Administrative Coordinator

Cemetery and Funeral Home Office Manager

Administrative Coordinator

Records Administrative Assistant I

Senior Administrative Associate

Office Manager

Admin Assistant – Home Health

Administrative Assistant 3

Administrative Assistant

Administrative Assistant

Administrative Assistant – Project Coordinator, Results Delivery Office

Office Manager

VP, Sales

Administrative Care Coordinator

Administrative Assistant

Group Manager – Product Design, Back Office