Administrative Assistant (on-site)

COMPANY OVERVIEW:

Northern Light Medical Management is a physician-led, patient-centered healthcare organization committed to delivering high-quality, accessible, and innovative care across our network of medical practices. We prioritize clinical excellence, operational efficiency, and a culture of accountability, ensuring the highest standards of patient safety and outcomes. Our organization adheres to all federal, state, and accreditation standards, including those established by The Joint Commission, to maintain a safe and compliant care environment.

POSITION SUMMARY:

The Administrative Assistant provides high-level administrative and organizational support to ensure efficiency. This role is responsible for managing day-to-day administrative tasks, coordinating communications, and supporting leadership and team members with a high degree of professionalism, accuracy, and discretion. The ideal candidate is detail-oriented, highly organized, and an effective communicator with strong written and verbal skills.

RESPONSIBILITIES & DUTIES:

• Manage calendars, schedule meetings, and coordinate appointments
• Prepare, proofread, and edit correspondence, reports, and documents
• Serve as a point of contact for internal and external communications
• Maintain organized filing systems (digital and physical)
• Assist with meeting preparation, including agendas, materials, and note-taking
• Handle incoming calls, emails, and inquiries in a timely and professional manner
• Coordinate travel arrangements and expense reporting as needed
• Support special projects and cross-functional initiatives
• Maintain office supplies and support general office operations
• Ensure confidentiality of sensitive information

QUALIFICATIONS & SKILLS:

• Strong organizational skills with the ability to prioritize tasks and manage time effectively
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or similar tools
• Ability to multitask and adapt in a fast-paced environment
• Professional demeanor with strong interpersonal skills
• Ability to handle confidential information with discretion
• Bachelor’s degree, ideally in English or a related field
• Previous administrative or office support experience

PHYSICAL REQUIREMENTS:

• Ability to sit or stand for extended periods
• Visual acuity sufficient to interpret detailed diagnostic images
• Manual dexterity to operate computer systems and imaging software
• Ability to communicate effectively with patients, providers, and staff
• Occasional movement throughout clinical and office environments

WHAT WE OFFER:

At Northern Light, we believe our people are our greatest asset. We are committed to providing a comprehensive and competitive benefits package that supports your health, financial well-being, and professional growth:

• Comprehensive Health Coverage – Medical, dental, vision insurance plans designed to support you and your family
• Retirement Planning – 401(k) plan with company support to help you build long-term financial security
• Voluntary Benefits – Access to supplemental plans including life, disability, and other optional coverage
• Generous Paid Time Off – PTO, holidays, and flexible time to recharge and maintain work-life balance
• Professional Development – Ongoing training, certification support, and career growth opportunities
• Collaborative Culture – A mission-driven organization focused on innovation, teamwork, and excellence in patient care
• Stability & Growth – Opportunity to grow within a rapidly evolving healthcare organization

This job description is intended to describe the general nature and level of work performed by an individual in this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications required. Duties and responsibilities may be modified at any time based on organizational needs. In accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Northern Light Medical Management is committed to compliance with all applicable federal, state, and local laws and regulations, as well as accreditation standards established by The Joint Commission. This includes, but is not limited to, regulations related to patient safety, workplace safety, equal employment opportunity, non-discrimination, and privacy and confidentiality of protected health information under Health Insurance Portability and Accountability Act (HIPAA). Employees are expected to perform all duties in a manner consistent with these standards and to participate in ongoing training, competency assessments, and compliance activities as required.