Administrative Assistant

Our client is seeking an Administrative Assistant to work in Houston, TX for an initial 12-month assignment, likely to extend!

The Administrative Assistant will provide comprehensive support to the Americas Regional Health & Medical Team, ensuring the efficient coordination of schedules, medical referrals, travel arrangements, and other logistical tasks to ensure the smooth operation of the department.

This role involves managing multiple responsibilities, including maintaining medical records, preparing expense reports, organizing departmental meetings, and supporting compliance efforts.

The position requires a high level of organization and attention to detail to handle various administrative tasks in a fast-paced environment.

Responsibilities :

• Provide administration support to Americas Regional Health and Medical Team.
• Monitor, maintain and co-ordinate schedules and calendars for Health and Medical dept. team members.
• Maintain a comprehensive, secure, filing system for medical records for the company’s staff and contractors.
• Arrange specialist referrals and medical appointments as required.
• Assist with accommodation and local transport logistics in support of medical referrals
• Respond to re-direct enquiries on behalf of other team members as needed
• Make travel arrangements for team members, including management and maintenance of necessary visas.
• Create, Manage, CTREX expense reports for OH and Regional Medical Manager.
• Type letters, memos and reports for department related issues.
• Collate monthly medical / appointment statistics
• Arrange annual Regional Medical meeting, arrange hotel logistics and compile and circulate agenda. Take minutes and circulate final report
• SAP management and authorize accounts for the department.
• Participate in internal training sessions to stay updated on new systems and processes. These include, but are not limited to, Brand training, Admin Network meetings, sessions on data privacy, procurement training, and CTREX and SMART GEP programs.
• Manage invoices directed to the department.
• Arrange and attend department meetings, compile and circulate minutes as required
• Coordinate meetings, book conference rooms and assist with connecting conference calls, TEAMS meeting, etc for the group
• Maintain visitor management system iPASS system for floor access and manage badge requests for employees, contractors and visitors.
• Liaise with CBRES (facilities management) and Sodexo (through SERVICE NOW) and regarding any maintenance issues for H&M department.
• Maintain, Edit and update OH-Americas owned Health & Medical department web page SharePoint sites.
• Requisition stationery and maintain an adequate stock of stationery.
• Order equipment and supplies as requested
• Open and route or respond to mail as appropriate.
• Answer telephone, email or fax enquiries
• Photocopy, scan and fax documents re medical examinations, results etc.
• Handle administrative onboarding and offboarding for OH Americas employees and contractors
• Arrange for Smart badge / T cards to be issued to H&M contractors, new hires or visitors (cell phones, laptops, etc.).
• Monitor and ensure all team members Corporate Compliance is completed within the required timeframe.
• Coordinating MSEA medicals, updating EMR and providing medical clearances GO-1769.
• Assisting with monthly surveys
• Provide administrative and project support to the RMM-Americas and OH staff.
• Request and coordinate IT support as needed for RMM and OH staff
• Coordinate shipment of domestic and international mailings.
• Manage Houston Medical File Room with medical programs as needed (paper chart record requests; coordinate digitizing medical records, follow record retention policies, etc.).
• Management of IAM portal (designated information steward, provide access, compliance checks, etc.)

Requirements :

• 2-5 years of administrative support experience, within a health and medical or corporate environment is a plus
• Proficient in Microsoft Office Suite (Excel, PowerPoint, Word)
• Strong organizational skills, with the ability to manage multiple projects simultaneously.
• Excellent verbal and written communication skills.
• Ability to work collaboratively with a team, as well as independently.
• Familiarity with SAP and expense management systems (CTREX) preferred.
• Experience in managing medical records and familiarity with HIPAA or similar privacy standards is a plus.
• Willingness to handle onsite responsibilities in downtown Houston.
3 days ago