Operations Administrative Assistant

Ally Medical is currently seeking a motivated detail-oriented and highly organized individual to join our team as an Operations Admin Assistant. This role combines the responsibilities of office administration and executive assistance to support both the Director of Operations and the Executive Leadership Team. The ideal candidate will play a crucial part in maintaining a positive office environment managing administrative tasks ensuring smooth communication and coordinating projects across the organization.

Duties/Responsibilities:

Administrative Support:

• Provide administrative support to the Director of Operations and Executive Leadership Team.
• Assist with scheduling meetings and document preparation.
• Handle phone calls emails and inquiries.
• Maintain filing systems as assigned.
• Submit and file invoices received in the mail.

Operations Support:

• Assist in planning coordinating and overseeing the execution of programs and projects from inception to completion ensuring alignment with company objectives and timelines.
• Conduct research and compile data as needed.

Contract Management:

• Assist in the preparation review and management of contracts.
• Maintain a database of contracts and monitor key dates and deliverables.

Data Management:

• Accurately input data related to projects and processes.
• Generate reports as needed to support decision-making processes.
• Generate reports for mandatory reporting.

Documentation and Compliance:

• Ensure all company records documentation is complete accurate and meet the criteria of branding guides relevant regulations and policies.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and time-management skills.
• Have a proactive and problem-solving mindset.
• Ability to work independently and as part of a team.
• Ability to handle confidential information with discretion.
• Understanding of clerical procedures and systems such as recordkeeping and filing.

Education and Experience:

• High School Diploma or GED equivalent required. Associate or bachelors degree preferred.
• Proven experience in records management vendor relations or related administrative roles.

Other Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• All employees of Ally are responsible for complying with all privacy and security laws and internal policies and procedures. You will play an active role in protecting the companys sensitive data and ensuring that our patients information is treated with the utmost care and confidence. You are responsible for reporting any concerns or infractions that you become aware of so that the company may appropriately address them.
• All employees are responsible for protecting the credentials provided to you to access Company (and customer where applicable) networks systems and data.
• Employees are responsible for maintaining the confidentiality of all Ally Medicals and customer data to which you are granted access. Any suspected compromises of Ally Medical proprietary data or customer data must be reported to Management immediately.
• All employees must adhere to the Companys Information Security Policy and Procedures and support standard operating procedures to protect Company systems and data.
• Employees must alert management immediately of any expected system or data compromises and/or system failure impacting the security confidentiality availability and integrity of Ally Medical and customer data.
• All employees are required to attend an annual Information Security Awareness Training.