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administrative coordinator orthopedics

Mount Sinai Health System

<div>Description
The Administrative Coordinator is responsible for administrative and office service activities such as purchasing, payroll, records control and human resources for the head of a department, care center or division. This individual is expected to oversee 1-2 administrative direct reports, and typically reports to a division head, vice president or higher-level executive. 
Responsibilities<ul><li>
Coordinates all activities for Physician.</li><li>
Accurately maintains daily schedule daily schedule for all clinical, academic and administrative responsibilities.</li><li>
Responsible for handling telephone calls, and taking accurate messages and routing them accordingly.</li><li>
Keeps track of Physician&rsquo;s dictations, ensuring transcription is returned from typing service in the time frame agreed upon, ensures any dictation errors are corrected and signed by Physician before they are placed in accordion folder for filing by medical records clerk.</li><li>
Utilizes EPIC to make necessary appointment changes and generate patient letters as needed to reflect and accurate schedule.</li><li>
Screens all telephone calls, taking accurate thorough messages (whenever possible handles messages independently) routes messages to Physician or if applicable Physician Assistant.</li><li>
Schedules all ancillary appointments for patients and obtains all pre-certifications if needed. Ensures that the Physician or Physician Assistant is given all ancillary results when they are received.</li><li>
Contacts patients to arrange and book surgery dates. Provides patients with all pre-surgical instructions (surgical packets) as necessary.</li><li>
As appropriate, coordinates all prescription refill requests.</li><li>
Arrange and assist patient with outside services as necessary (transportation, rehab, home health)</li><li>
Completes all Worker&rsquo;s Compensation, No Fault, and Out of Work/School letters. All forms must be completed and signed by Physician in a timely fashion. If needed please indicate forward and identify areas for Physicians to complete.</li><li>
Completes all paperwork for check requests and forwards them to the appropriate person.</li><li>
Submits for all travel requests and check requests for reimbursements</li><li>
Cross covers other secretaries</li><li>
Other duties as assigned.</li></ul> 

Qualifications<ul><li>
Bachelors Degree or equivalent combination of applicable</li><li>
5 years related administrative or business experience required. Some supervisory experience preferred. experience and education</li></ul> 
Non-Bargaining Unit, 845 - Orthopaedics - ISM, Icahn School of Medicine 
Employer Description
Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai&rsquo;s unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.

About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time &mdash; discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients&rsquo; medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News &amp; World Report's Best Hospitals, receiving high &quot;Honor Roll&quot; status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News &amp; World Report&rsquo;s &ldquo;Best Children&rsquo;s Hospitals&rdquo; ranks Mount Sinai Kravis Children's Hospital among the country&rsquo;s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek&rsquo;s &ldquo;The World&rsquo;s Best Smart Hospitals&rdquo; ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

Equal Opportunity Employer

The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization. 
Compensation
The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66482.07 - $74250 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.</div>

Administrative Coordinator - Orthopedics

<div>Description
The Quality Administrative Coordinator is responsible for all administrative aspects of the system-wide quality program for the department of Surgery. This is accomplished through ensuring timely &amp; accurate meeting agendas, invites, minutes and follow up items, data entry, database administration, spreadsheet creation, case selection, deadline monitoring for case entry and practitioner scorecards, close coordination with the clinical and quality teams, and a variety of focused quality projects. The Quality Administrative Coordinator also works closely with the Director of Surgical Quality along with all other team members to identify opportunities for clinical quality improvement, analyze data, and other projects as needed. 
Responsibilities
Administrative Tasks<ul><li>
Responsible for sending memos to appropriate faculty as per request</li><li>
Provides backup administrative support for Quality Team members</li><li>
Organizes surgical quality cycle spreadsheets</li><li>
Participate with grievance process to crosscheck patients in EPIC</li><li>
Create reminders and manage OPPEs for physician assistants and NPs</li><li>
Management of CME approvals for weekly M&amp;M conference</li><li>
Contribute to quality newsletter</li><li>
Manage invoice processing and record keeping</li><li>
Create employee and patient facing educational materials</li></ul> 
Meetings &amp; Presentations<ul><li>
Analyzes various data sources to identify surgical outcomes and what is driving those outcomes.</li><li>
Preparation of Morbidity and Mortality PowerPoint slides for weekly conference</li><li>
Provide back up for support for creation of quality agenda for monthly meeting to be presented during weekly Morbidity &amp; Mortality (M&amp;M) Conference</li><li>
Schedules monthly quality committee meetings run by the Vice Chairman of Surgery</li><li>
Attend mandatory quality team meetings as per request.</li><li>
Responsible for sending reminders to all committee members for monthly meetings</li><li>
Attend annual national conference pertaining to the programs, where applicable</li><li>
Responsible for sending Outlook calendar invites for QA/PIC monthly meetings</li><li>
Attend team chart review meetings that are conducted on bi weekly basis.</li></ul> 
Data Management<ul><li>
Communicates with clinical and quality teams to ensure reliable data collection as needed</li><li>
Responsible for identifying areas for streamlining and improvement in the data collection process</li><li>
Demonstrates appropriate utilization of resources necessary to obtain valid, reliable data</li><li>
Identifies cases to be included in the bowel bundle protocol, and communicates eligibility with peri-operative staff at multiple hospitals</li><li>
Inputs audit data into Microsoft Access bowel bundle database based on EPIC reports</li><li>
Compiles and sorts data for numerous quality projects/research as per request</li><li>
Select cases to be included in NSQIP cycles via EPIC for abstraction by quality team members</li><li>
Responsible for monitoring, accessing, and compiling the data and quality/benchmark reports from the program websites for use in quality improvement projects</li><li>
Co-manages the M&amp;M database, monitoring and ensuring adequacy of submissions, querying and analyzing the database to support resident and departmental projects, trouble shooting and ensuring personnel access after adequate training</li><li>
Review and assign cases reported to Morbidity and Mortality database</li><li>
Approve all requests for appropriate employees to gain access to the M&amp;M database</li><li>
Enter standard of care adjudication and administrative notes in the M&amp;M database</li></ul> 
Working Effectively with Patients, Families, and Staff<ul><li>
Contact patients via telephone, Tavoca and/or MyChart , as applicable for the purpose of identifying surgical outcomes, and obtaining 30-day follow up</li></ul> 
Reporting<ul><li>
Run requested Redcap reports requested by residents and research coordinators</li><li>
Produce QITI resident reports upon request from residency program director</li></ul> 

Qualifications<ul><li>
Bachelors Degree or equivalent combination of experience and education., i.e. HS/GED diploma plus seven years of experience.</li><li>
Database data management &amp; analysis experience preferred.</li><li>
Quality improvement or patient safety knowledge preferred.</li><li>
5 years related administrative or business experience required.</li></ul> 
Non-Bargaining Unit, 862 - Surgery - ISM, Icahn School of Medicine 
Employer Description
Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai&rsquo;s unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.

About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time &mdash; discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients&rsquo; medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News &amp; World Report's Best Hospitals, receiving high &quot;Honor Roll&quot; status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News &amp; World Report&rsquo;s &ldquo;Best Children&rsquo;s Hospitals&rdquo; ranks Mount Sinai Kravis Children's Hospital among the country&rsquo;s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek&rsquo;s &ldquo;The World&rsquo;s Best Smart Hospitals&rdquo; ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

Equal Opportunity Employer

The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization. 
Compensation
The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66482.07 - $74250 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.</div>

Administrative Coordinator, Quality (Spanish Bilingual Preferred) - Surgery

<div>Description
The Program Coordinator I is responsible for providing administrative, operational and programmatic support services to an assigned program area. The Program provides a specific service or carries out specific activities as a separate entity or as a component program within a department, but is not a department itself. A Program is ongoing, but may have a business cycle. 
Responsibilities<ul><li>
Maintains liaison with staff in other departments to coordinate program activities and training; to accomplish program objectives; and to ensure cooperative efforts are enhanced and available resources are utilized.</li><li>
Assists in monitoring and evaluating program effectiveness; demonstrates continuous efforts to improve support operations and systems, to streamline work processes and to increase the effectiveness and efficiency of the program.</li><li>
Provides assistance to staff in assigned areas to ensure program objectives are accomplished.</li><li>
May coordinate and oversees grant related issues, reporting of program statistics and the implementation of data collection procedures.</li><li>
Assists in administering program procedures and systems. May ensure information is disseminated to staff regarding program and Mount Sinai Medical Centers policies and procedures.</li><li>
Assists in the planning, coordination and implementation of seminars, conferences and workshops. Recommends new ideas and concepts for program themes, materials and resources to supplement, expand or replace existing program components.</li></ul> 

Qualifications<ul>
<li>Bachelors Degree or an equivalent combination of education and/or experience may substitute for the degree when the experiences are closely related to the duties of the job.</li>
<li>None required, but 1-2 years administrative experience preferred</li>
</ul>
Non-Bargaining Unit, IBS - Pediatrics Medical Education - ISM, Icahn School of Medicine 
Employer Description
Strength through Unity and Inclusion

The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai&rsquo;s unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual.

At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history.

About the Mount Sinai Health System:

Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time &mdash; discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients&rsquo; medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News &amp; World Report's Best Hospitals, receiving high &quot;Honor Roll&quot; status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News &amp; World Report&rsquo;s &ldquo;Best Children&rsquo;s Hospitals&rdquo; ranks Mount Sinai Kravis Children's Hospital among the country&rsquo;s best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek&rsquo;s &ldquo;The World&rsquo;s Best Smart Hospitals&rdquo; ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally.

Equal Opportunity Employer

The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization. 
Compensation
The Mount Sinai Health System (MSHS) provides salary ranges that comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $66482.07 - $75000 Annually. Actual salaries depend on a variety of factors, including experience, education, and operational need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.</div>

Program Coordinator I-Pediatrics

SurgiCare of Westside, LLC

Job Title: Certified Surgical Technologist (CST)Department: Operating RoomSchedule: Varies. The facility is open Monday through Friday, with start times as early as 6:00 AM and different case days. Upon hire, we will work with you to establish a schedule that supports both the facility&rsquo;s needs and your availability.Position Summary:We are seeking a skilled and motivated Certified Surgical Technologist (CST) to join our team. Our facility focuses on Orthopedics, Podiatry, Gynecology, Pain Management, and Vascular procedures, with a high volume of Orthopedic Spine cases.The CST plays a vital role in supporting surgeons and the perioperative team by ensuring the operating room is properly prepared, sterile technique is maintained, and procedures are performed safely and efficiently. The ideal candidate is organized, proactive, able to work independently, and comfortable in a fast-paced surgical environment, with a strong commitment to teamwork, patient safety, and accountability.Key Responsibilities:<ul><li>Proactively anticipate the needs of the surgeon and surgical team, particularly during ortho-spine procedures requiring specialized instrumentation and implants.</li><li>Assist with opening sterile supplies, instrumentation, and implants</li><li>A strong focus on orthopedic and spine instrumentation, implants, and specialized equipment, ensuring availability and proper handling during procedures</li><li>Ensure proper handling and accountability of surgical instruments and supplies</li><li>Demonstrate proper care of delicate instrumentation through appropriate handling and storage</li><li>Participate in operating room preparation, including setting up and breaking down surgical suites</li><li>Prepare for upcoming procedures by picking cases based on surgeon preference cards to ensure all necessary supplies, instruments, and equipment are available</li><li>Maintain organized and properly stocked operating rooms and supply areas</li><li>Assist with room turnover between cases to support efficient OR workflow</li><li>Adhere to all infection control, sterile technique, and safety protocols in accordance with AORN recommended practices and facility policies</li></ul>Qualifications:<ul><li>Current Certified Surgical Technologist (CST) certification from a nationally accredited program and successful completion of the national surgical technologist certification exam</li><li>Current BLS Certification</li><li>Experience with Ortho-Spine procedures, including instrumentation and implant systems, strongly preferred.</li><li>Strong knowledge of sterile technique, instrumentation, and surgical procedures</li><li>Ability to work collaboratively with surgeons, anesthesia providers, and nursing staff, as well as independently</li><li>Strong attention to detail and organizational skills</li><li>Ability to lift and transport patients, instrument trays, and equipment weighing up to 40 pounds</li></ul>Additional Expectations:This role requires active participation in the daily operational workflow of the OR, including room stocking, case preparation, and maintaining supply organization to support efficient surgical operations. Team members are expected to contribute to maintaining a well-prepared and fully stocked surgical environment.What We Offer<ul><li>Collaborative and supportive surgical team</li><li>High-volume orthopedic and spine cases for skill development</li><li>Opportunity to work closely with experienced surgeons and perioperative staff</li><li>Able to work with your schedule. No nights, weekends, or major holidays</li></ul>***Qualified candidates may be offered the opportunity to observe the daily work flow prior to hire to ensure the role and team environment are a good fit for both the candidate and the surgery center***Job Types: Full-time, Part-timePay: $42.00 - $52.00 per hourBenefits:<ul><li>401(k)</li><li>Flexible schedule</li><li>Paid time off</li></ul>Medical Specialty:<ul><li>Neurology</li><li>Ob/Gyn</li><li>Orthopedics</li><li>Surgery</li></ul>Schedule:<ul><li>10 hour shift</li><li>12 hour shift</li><li>8 hour shift</li><li>Day shift</li><li>Monday to Friday</li><li>Morning shift</li></ul>Experience:<ul><li>CST: 1 year (Required)</li><li>Spine: 1 year (Required)</li><li>Orthopedics: 1 year (Required)</li></ul>License/Certification:<ul><li>BLS Certification (Preferred)</li><li>Certified Surgical Technologist (Required)</li></ul>Ability to Commute:<ul><li>New York, NY 10019 (Preferred)</li></ul>Work Location: In person

Certified Surgical Technologist (CST)/ Operating Room Surgical Tech

Confidential Company

<div>
 
 Location - Midtown Manhattan - 4 days in-office
 
 
 Typically 9am - 5pm
 
 
 
 
 
 Overview
 
 
 We are seeking a highly organized and detail-oriented
 
 Administrative Assistant/Scheduling Coordinator
 
 to support senior leadership with a primary focus on
 
 interview scheduling and candidate coordination
 
 . This role is critical to ensuring a seamless, professional experience for candidates, clients, and internal stakeholders by managing complex calendars, coordinating interviews across multiple time zones, and maintaining clear, proactive communication.
 
 
 
 
 
 The ideal candidate thrives in a fast-paced environment, is meticulous with details, and excels at juggling priorities while maintaining a polished and professional demeanor.
 
 
 
 
 
 Key Responsibilities
 
 
 Interview Scheduling &amp; Coordination
 
 <ul>
 <li>
 Coordinate and schedule
 
 high-volume interviews
 
 across multiple stakeholders, including executives, hiring managers, candidates, and clients
 </li>
 <li>
 Manage
 
 complex calendars
 
 , often with last-minute changes or competing priorities
 </li>
 <li>
 Schedule virtual, in-person, and multi-round interview processes
 </li>
 <li>
 Handle rescheduling, cancellations, and urgent changes with professionalism and speed
 </li>
 <li>
 Prepare and send interview confirmations, calendar invites, agendas, and logistics
 </li>
 <li>
 Ensure candidates receive timely instructions, links, and directions
 </li>
 </ul>
 
 
 
 
 Process &amp; Coordination Excellence
 
 <ul>
 <li>
 Partner closely with internal teams to align availability and priorities
 </li>
 <li>
 Identify opportunities to improve scheduling workflows and efficiency
 </li>
 <li>
 Maintain a high-touch, white-glove candidate experience
 </li>
 <li>
 Ensure consistency, accuracy, and professionalism in all communications
 </li>
 </ul>
 
 
 
 
 Executive &amp; Administrative Support
 
 <ul>
 <li>
 Provide day-to-day administrative support to senior executives or recruiters
 </li>
 <li>
 Act as a primary point of contact for scheduling-related communication
 </li>
 <li>
 Track interview status and maintain accurate scheduling records
 </li>
 <li>
 Support meeting preparation, follow-ups, and documentation as needed
 </li>
 <li>
 Maintain confidentiality and discretion with sensitive information
 </li>
 </ul>
 
 
 
 
 Requirements
 
 
 2-10+ years of admin and/or scheduling experience
 
 
 Bachelor degree highly preferred
 
 
 
</div>

Administrative Assistant/Scheduling Coordinator - Asset Management Firm (# 3515278)

Mind Friend PRO

<div>https://www.linkedin.com/company/mindfriend/
https://mindfriend.com/
We are seeking a highly organized and detail-oriented Remote Email &amp; Communications Coordinator to manage our email communications, organize our Google Workspace, and facilitate seamless communication between our in-house teams. You will be the central hub for email correspondence, ensuring efficient information flow and maintaining a well-organized digital workspace. 
Requirements 
<ul>
<li>Email Management:
</li><li><ul><li>Monitor and manage incoming and outgoing emails, prioritizing and responding promptly.</li>
<li>Draft and send professional and clear emails to clients, partners, and internal teams.</li>
<li>Organize and maintain email folders and labels within Google Workspace for efficient retrieval.</li>
<li>Implement email filtering and automation rules to streamline workflow.</li>
</ul></li><li>Google Workspace Organization:
</li><li><ul><li>Maintain and organize files and folders within Google Drive, ensuring easy access for team members.</li>
<li>Manage shared calendars and documents, ensuring accuracy and up-to-date information.</li>
<li>Utilize Google Workspace tools (Docs, Sheets, Slides) for document creation and collaboration.</li>
</ul></li><li>Internal Communication:
</li><li><ul><li>Facilitate communication between in-house teams via email and other online communication tools.</li>
<li>Ensure clear and consistent communication of information and updates.</li>
<li>Relay information from external emails to the necessary internal teams.</li>
</ul></li><li>Administrative Support:
</li><li><ul><li>Assist with scheduling appointments and meetings.</li>
<li>Maintain accurate records and documentation.</li>
<li>Support other administrative tasks as needed.</li>
</ul></li></ul>Qualifications:<ul>
<li>Proven experience in email management and administrative support.</li>
<li>Proficiency in Google Workspace (Gmail, Drive, Docs, Sheets, Calendar).</li>
<li>Excellent written and verbal communication skills.</li>
<li>Strong organizational and time-management skills</li>
<li>Ability to prioritize tasks and meet deadlines.
</li><li>Attention to detail and accuracy.</li>
<li>Ability to work independently in a remote environment.
</li><li>Reliable internet connection, and appropriate remote working environment.</li> 
</ul> 
 
Benefits 
Fully remote work environment.
Flexible schedule.
Opportunities for professional development.
Collaborative and supportive team.</div>

Customer Service- Admin- Virtual Assistant (Remote)

Defense Holdings, Inc.

<div>Defense Holdings, Inc. (DHi) 
Location: Hybrid (US) 
Employment Type: Full-Time 
Department: Administration / Operations 
Reports To: Operations Manager / Director of Administration
Company Overview
Defense Holdings, Inc. (DHi) is a trusted provider of innovative solutions and mission-critical services supporting U.S. defense, federal, and commercial clients. We are committed to operational excellence, integrity, and delivering results that strengthen national security and organizational performance.
At DHi, our people are our greatest asset. We foster a collaborative, performance-driven environment where professionals are empowered to grow, innovate, and make meaningful contributions.
Position Summary
Defense Holdings, Inc. (DHi) is seeking a proactive and detail-oriented Administrative Project Coordinator to support internal project teams by managing schedules, tracking deliverables, coordinating meetings, and maintaining project documentation. The ideal candidate will assist in project execution and ensure administrative workflows are efficient and accurate.
This role requires strong organizational and communication skills, attention to detail, and the ability to manage multiple initiatives in a fast-paced, government contracting environment.
Key ResponsibilitiesProject Coordination
Track project timelines, milestones, and deliverables. 
Schedule and coordinate project meetings and workshops. 
Maintain accurate project documentation and records.
Administrative Support
Assist project managers with administrative tasks and reporting. 
Prepare presentations, reports, and correspondence for leadership. 
Support cross-functional teams in meeting project goals and deadlines.
Reporting &amp; Compliance
Generate project status reports and performance metrics. 
Ensure documentation aligns with internal policies and regulatory standards. 
Assist with audits or compliance reviews related to project administration.
Cross-Functional Collaboration
Work with operations, program management, and administrative teams to ensure smooth project execution. 
Support process improvement initiatives for administrative and project workflows.
Required Qualifications
Bachelor&rsquo;s degree in Business Administration, Project Management, or related field. 
2&ndash;4 years of experience in project coordination, administrative support, or operations. 
Proficiency in Microsoft Office Suite and project management tools. 
Strong organizational, communication, and interpersonal skills. 
Ability to manage confidential information responsibly.
Preferred Qualifications
Experience supporting government contracting or defense projects. 
Familiarity with multi-project tracking and workflow management.
Core Competencies
Integrity &amp; Confidentiality 
Attention to Detail 
Analytical Thinking 
Interpersonal Communication 
Organizational Skills 
Adaptability &amp; Initiative
Work Environment
Professional office environment (or hybrid/remote if applicable). 
May require occasional travel. 
Must be eligible to work in the United States. 
Ability to obtain and maintain security clearance may be required.
Compensation &amp; Benefits
Defense Holdings, Inc. (DHi) offers a competitive compensation package including:
Competitive base salary (commensurate with experience) 
Medical, Dental, and Vision Insurance 
401(k) with company match 
Paid Time Off (PTO) and Holidays 
Life and Disability Insurance 
Professional development opportunities
Equal Opportunity Employer Statement
Defense Holdings, Inc. (DHi) is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristics in accordance with applicable laws.</div>

Administrative Project Coordinator

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