Administrative Assistant

Date: March 2024

Founded by Robert Tessier in 1982, HBP (Hospital-Based Physician) Services, Inc., is located in Woodbridge, CT, and provides consulting, financial, and management services to top-tier medical practices throughout the United States. See www.hbpworld.com for more information about HBP. We have an exciting opportunity to join our team:

Job Title: Administrative Assistant

Reports To: Senior Consultant/Office and Practice Managers

Hours: 30/week

Pay: $20/hour

Overview:

The Administrative Assistant (AA) assists the Senior Consultant and management staff of HBP Services Group (HBP) and Panel of National Pathology Leaders (PNPL). This person should be a resourceful self-starter who proactively anticipates and responds to routine needs as well as priorities without being asked - in effect, providing positive support and planning for future needs.

The AA is also responsible for ensuring efficient operations of the office and providing support for future clients.

Areas of Responsibility include:

• Review schedule, emails, and external mail each day to stay current.
• Schedule Zoom calls with staff and clients
• Print calendar each afternoon and review the following day meetings. Ensure related materials are prepared in advance. Confirm outside meetings and calls the prior day.
• Assist consultant and managers with client meeting preparation and scheduling
• Proof emails and assist with meeting minutes
• Research travel arrangements including flights, hotels, car service
• Register for webinars and meetings
• Maintain and update client contact lists
• Answer and transfer phone calls/take messages as needed. Keep phone system current
• Open, review, and date stamp mail upon delivery. Sort mail into staff mailboxes. Sign and distribute FedEx/UPS/mail packages to staff
• Order office supplies.
• Handle monthly credit card reconciliations for company and personal accounts

Requirements and skills

• Minimum 2 years’ experience working as an Administrative Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment such as printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize tasks
• Attention to detail and problem solving skills
• Excellent written and verbal communication
• Strong organizational understanding with the ability to multi-task

Benefits

• Health, Dental, and Vision Insurance after 90-day introductory period
• Holiday/PTO

HBPFSG is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, marital status, national origin/ancestry, sexual orientation, gender identity, disability status, protected veteran status, or any other legally protected status.

Job Type: Part-time

Pay: $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Microsoft Office: 2 years (Preferred)
• Administrative support: 3 years (Preferred)

Work Location: In person