Administrative Assistant

• Manage daily operations of the Front Office Team
• Lead and supervise the guest services team to ensure high performance, morale, and compliance with service standards
• Deliver exceptional guest experiences and exceed guest expectations at the front desk and in concierge services
• Manage payroll services, including scheduling, time-card edits, time-off approvals, and one-time payment reporting
• Monitor, communicate, and respond to guest feedback to improve service quality and guest loyalty and satisfaction
• Oversee room allocations based on guest preferences and coordinate with housekeeping
• Implement training programs and mentor staff
• Serve as the primary contact for internal and external inquiries
• Conduct audits and maintain accurate financial records
• Ensure timely payment processing and analyze financial performance
• Prepare performance reports for management on operational effectiveness and guest feedback
• Collaborate on initiatives promoting hotel services and operational efficiency
• Handle emergencies while ensuring guest and staff safety and security
• Supervise Front Desk and Guest Services Teams
• Perform additional duties as assigned

Assistant Front Office Manager

• Provide administrative support services to various areas of a fire protection branch
• Perform data entry
• Respond to general inquiries from management, employees, and clients inside and outside of the company
• Interface with vendors and various internal departments
• Assist with special projects and research as needed
• Assist with managing POs, tracking orders, receiving, and billing/invoices
• Perform other related duties as assigned

Fire Administrative Associate

• Provide administrative support and office management for one or more Chief Officers
• Manage calendars, appointments, expense reports, correspondence, travel plans, itineraries, agendas, and travel meeting documents
• Anticipate needs and provide overall administrative support for assigned executives
• Serve as backup for the receptionist/reception area
• Manage records, manuals, databases, and files
• Compose and distribute correspondence, announcements, memoranda, spreadsheets, and related materials
• Maintain strict confidentiality of Company information and operational documents
• Facilitate smooth communication between assigned executives and internal departments
• Process invoices, purchase orders, and expense reports as needed
• Maintain department budget and expense files
• Provide coverage in the administrative suite as directed
• Prepare executive-level committee meetings and strategic planning sessions
• Record meeting minutes
• Perform other duties as assigned
• Represent the Company professionally and provide quality services to clients
• Comply with applicable regulations, Company policies, procedures, and standard practices
• Observe health, safety, and security practices
• Maintain confidentiality of patients, families, colleagues, and sensitive situations
• Use resources responsibly and participate in organizational, departmental, individual, quality improvement, research, educational, and professional development activities

Executive Administrative Assistant

• Manage the Executive Director's calendar, including scheduling, meetings, and travel arrangements.
• Prepare and maintain documents, reports, spreadsheets, and presentation materials.
• Coordinate and facilitate internal staff and office meetings, including agendas and follow-ups.
• Coordinate logistics for board meetings, including Zoom setup and scheduling.
• Support event planning and execution.
• Serve as the point of contact for internal and external stakeholders.
• Handle office supply inventory, equipment maintenance, and vendor communications.
• Track expenses and support basic bookkeeping or reimbursement processes.

Executive Office Manager

• Serve as a primary administrative contact for the OB/GYN department, responding to inquiries from faculty, staff, students, and external partners
• Provide administrative support for clinical and academic operations, including coordination with clinics, labor and delivery units, and specialty programs
• Manage complex calendars for departmental leadership and physicians, including meetings, clinical obligations, academic events, and conferences
• Coordinate divisional meetings and departmental events, including scheduling and logistics
• Prepare departmental correspondence, memos, reports, newsletters, and presentations
• Maintain program documentation and support departmental communications
• Arrange travel for faculty and staff attending conferences, professional meetings, and academic events
• Process travel reimbursements according to university and departmental guidelines
• Handle sensitive and confidential information related to faculty, staff, clinical operations, and departmental initiatives
• Perform additional administrative and program support duties as assigned

Administrative Specialist

• Manage a team of administrative assistants, including assistants working remotely
• Work directly with the school leadership team on daily administrative tasks
• Enter data into school and district information systems
• Work with CA Facilities and the local Property Manager
• Maintain and update the Office Emergency Plan
• Oversee records management, event logistics, enrollment tasks, withdrawal processing, transcript requests, student portfolios, and mail
• Maintain accurate employee records onsite and in school operating systems
• Train and support administrative assistants
• Create and update school Standard Operating Procedures
• Assist the School Leadership Team with daily tasks and projects
• Assist families and school stakeholders by phone and in the office
• Serve on the school State Testing Team and assist with testing preparation
• Serve as site administrator as needed
• Work with the school district on HR compliance
• Perform additional duties as assigned

School Office Manager

• Provide administrative and clerical support to the Division Chief for Nephrology at UHealth
• Manage calendars and schedule candidates, events, and business-related activities
• Submit and process faculty reimbursements and expense reports
• Manage and update the CME expense tracker for Nephrology faculty
• Facilitate the Annual Faculty Evaluation process
• Facilitate the yearly Nephrology CME lecture series
• Facilitate the APT process for the Division of Nephrology
• Facilitate voluntary faculty appointments and re-appointments annually
• Draft original correspondence for Chief review and signature
• Assist with the Division of Nephrology’s annual report
• Credential and recredential providers and maintain lists of licenses, DEAs, and Medicaid/Medicare numbers
• Maintain CVs and biosketches for the Chief and faculty; enter CVs in Digital Measures
• Schedule and prepare monthly faculty meetings, including agendas and minutes
• Coordinate rotations for visiting scholars
• Plan and coordinate special events and faculty recruitment visits
• Assist with coordination of legally requested faculty meetings
• Provide administrative and clerical coverage for other Sr. Administrative Assistants as needed

Senior Administrative Assistant

• Provide day-to-day administrative and coordination support to the SVP of Marketing and broader Marketing & Communications team
• Manage calendars, scheduling, correspondence, presentations, reports, expenses and other administrative needs
• Anticipate needs, coordinate priorities and help ensure the team operates efficiently
• Coordinate internal and external meetings, including scheduling, agendas, materials, action items and follow-up
• Manage executive travel arrangements, itineraries and related logistics
• Reconcile corporate credit card expenses and maintain complete and timely documentation
• Coordinate vendors supporting Marketing & Communications activities, including research, quotes, scheduling and day-to-day communication
• Support event logistics, including production of printed event collateral, vendor coordination, proofs, approvals and delivery timelines
• Support preparation, routing and tracking of NDAs, contracts and other documents through internal review and approval processes
• Maintain organized team files, SharePoint sites, templates and other shared resources
• Help improve administrative processes, tools and ways of working
• Provide research, coordination and administrative support for Marketing & Communications projects and initiatives
• Take on special projects and other responsibilities that help the team operate effectively

Administrative Assistant, Marketing

• Create, modify, update, and maintain guest reservations within company systems
• Process reservation changes, cancellations, reschedules, and guest requests accurately and efficiently
• Verify reservation accuracy, guest eligibility, promotional requirements, and applicable program guidelines
• Audit reservation records for completeness, accuracy, and compliance
• Support reservation reconciliation and exception-management activities
• Assist with reservation-related inquiries and issue resolution
• Maintain accurate reservation documentation and guest records
• Ensure all reservation activity is properly documented within applicable systems
• Support inbound and outbound guest communications
• Manage leads, reporting, data maintenance, revenue generation, and operational support activities
• Work closely with leadership, sales, marketing, operations, and contact center teams
• Support business objectives, optimize workflow efficiency, enhance the guest experience, and contribute to organizational performance