Administrative Assistant

HORNE is a professional services firm founded on a cornerstone of public accounting. As a top 30 business advisory firm, our 2,000+ team members serve clients from offices and project locations across the nation and Puerto Rico.

The Healthcare team offers proactive guidance and strategies to enhance efficiency, improve patient experience, increase market share and ultimately position clients for greater success in an increasingly complex landscape.

We work with hospitals and health systems, physicians, dentists, long-term care and other healthcare entities throughout the country.

Job Description

The Administrative Assistant supports the office and team with various administrative tasks, proofreading documents, managing facilities, handling invoices, mail, scheduling meetings, and assisting with marketing duties.

The Administrative Assistant must be efficient, flexible, and experienced in diverse administrative responsibilities.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Assist with and ensure quality of client deliverables Format documents, presentations and reports in Word, PowerPoint and Excel to meet Firm standards.

Proofread and edit documents. Maintain client information in Practice Management system and input prospect information into Client Acceptance system.

Perform client billings and monitor accounts receivable. Ensure electronic filing systems are maintained and comply with Firm’s standards.

Ensure security, integrity, and confidentiality of data.

Provide administrative duties and ensure the office is operating smoothly Perform general support duties such as scanning, shredding, processing mail (incoming and outgoing), printing, shipping, deliveries, errands, and receptionist duties.

Manage multiple calendars. Arrange meetings, conference calls and video conferences using Outlook and Zoom. Coordinate meals as needed.

Process invoices for payment and oversee corporate credit card. Maintain and stock common areas such as workroom, supply room, conference rooms, and community kitchen and snack areas.

Troubleshoot technology hardware and software issues as needed to assist staff.

Maintain facilities and equipment Manage relationships with vendors, service providers and landlord. Coordinate with IT department on all office equipment and maintain local inventory, storage, and distribution of equipment.

Coordinate cleaning, security, and basic facility maintenance as well as office equipment repairs / maintenance.

Perform data entry, research, and copywriting tasks Enter data into Excel or other database systems. Perform research and compile data.

Assist with writing copy when requested.

Work environment

Work to be performed in HORNE office setting Monday- Friday 8 AM-5 PM

Physical demands

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 20 pounds at times.

Required education and experience

• Minimum 1 years' experience copy editing / proofreading preferred.
• Minimum 1 years’ experience in a professional office environment required
• Office management experience preferred
• Proven data entry skills
• Experience with various office equipment including printers, scanners, copiers, and video conferencing required
• Advanced Microsoft Office skills required including Word, Excel, PowerPoint and Outlook with experience coordinating calendars
• Experience overseeing / coordinating services such as catering, administrative, travel, technology, etc. preferred
• Experience with video conferencing applications including Zoom, Team, Webex, etc. preferred

Preferred Licenses, Certificates or Knowledge

Bachelor’s Degree in Business Administration or similar preferred

Affirmative Action / EEO statement