Administrative Assistant

Business Title: Administrative Assistant

Reports To: Director, Network Management

Department: Network Management

Supervisory Role: No

Location: Remote
Employment Status: Full-Time

FLSA Status: Non-Exempt

POSITION OVERVIEW

The Administrative Assistant provides comprehensive administrative and coordination support to the Network Management team. This position supports the organization and coordination of meetings, calendars, trainings, documents, communications, and team resources, helping keep work accurate, current, and on track.

The position requires strong organizational skills, attention to detail, responsiveness, and the ability to coordinate effectively with internal departments and external partners. Success in this role depends on managing multiple priorities, anticipating administrative needs, and handling sensitive or confidential information with professionalism and discretion.

ESSENTIAL DUTIES & RESPONSIBILITIES

45% | Administrative and Operational Support

• Maintain and update team trackers, calendars, contact lists, Salesforce, action-item logs, and other administrative tools.
• Compile, format, and proofread presentations, documents, reports, correspondence, agendas, and other business documents.
• Assist with collecting, organizing, and compiling information for reports, presentations, and leadership updates.
• Maintain organized electronic files and document repositories in accordance with departmental standards.
• Support routine correspondence, data entry, recordkeeping, and other general administrative activities.
• Help identify opportunities to streamline administrative processes and improve team organization.
• Assist with special projects and departmental initiatives as assigned.

35% | Meeting and Calendar Coordination

• Schedule and coordinate meetings involving Network Management team members, internal departments, external partners, and other stakeholders.
• Manage complex calendars, identify scheduling conflicts, and coordinate changes or cancellations promptly.
• Arrange virtual meeting links, technology, and other logistical requirements as needed.
• Support in-person meeting preparation and planning when needed.
• Prepare, compile, and distribute meeting invitations, agendas, presentation materials, and supporting documents.
• Coordinate with presenters and contributors to finalize meeting materials by established deadlines.
• Track meeting deadlines, follow up on outstanding materials, and communicate status updates to relevant participants.
• Attend meetings as requested to take notes, document decisions, distribute meeting notes, and track action items.

10% | Website and Content Support

• Update and maintain content on internal and external-facing webpages.
• Coordinate with content owners to keep website information accurate, current, accessible, and appropriately formatted.
• Track requested webpage changes and follow up on updates to confirm completion within established timelines.
• Review web content periodically to identify outdated or inconsistent information.
• Follow applicable approval, branding, privacy, and publishing requirements when updating online content.

10% | Communication and Relationship Support

• Serve as an administrative point of contact for internal departments.
• Communicate professionally and promptly when coordinating meetings, requesting materials, or following up on action items.
• Build effective working relationships across departments.
• Manage the Network Management inbox and direct requests to the appropriate team member when needed.
• Handle confidential, sensitive, or proprietary information with discretion.

KNOWLEDGE, SKILLS, AND EXPERIENCE

• High school diploma or equivalent required.
• Associate degree or bachelor’s degree in business administration, communications, healthcare administration, or a related field preferred.
• Minimum of 2 years of administrative, office coordination, executive support, or related experience.
• Experience coordinating meetings, managing calendars, and preparing meeting materials.
• Experience using Salesforce and collaboration platforms such as SharePoint.
• Experience updating content through a content management system or web-publishing platform.

• Proficiency with Microsoft Office applications, including Outlook, Word, PowerPoint, Excel, and Teams, or comparable workplace applications.
• Strong written and verbal communication, organizational, and time management skills.
• Ability to manage competing priorities, organize work, and meet deadlines.
• Strong attention to detail and commitment to accuracy.
• Ability to travel up to 10% annually, as needed.

SUPERVISORY RESPONSIBILITIES

This position reports to Director, Network Management and does not have any direct reports.