Administrative Assistant

Winchester Cardiology and Vascular Medicine is seeking a highly organized and detail-oriented Administrative Assistant to support the Administrative Management team. This role will assist with a wide range of operational and administrative responsibilities, including scheduling meetings, preparing correspondence, tracking project progress, and maintaining organizational tools such as forms and spreadsheets.

The Administrative Assistant will support a dynamic team of managers and play a key role in ensuring the smooth coordination of day-to-day operations. The ideal candidate will be professional, proactive, and adaptable, with strong written and verbal communication skills. This position offers a valuable opportunity to contribute to an efficient and collaborative work environment. 

Essential Duties and Responsibilities

• Schedule and coordinate meetings for the management team, including preparing agendas and booking conference rooms. 
• Support onboarding and scheduling efforts for students, physicians, and new hires. 
• Support recruitment activities, including interview, catering, and travel coordination. 
• Maintain administrative calendars and track events, meetings, and project timelines. 
• Provide meeting support, including minute taking, distribution of notes, and action item follow-up.
• Organize internal celebrations and employee recognition events.
• Coordinate office supply orders and maintain inventory. 
• Monitor, filter, and distribute incoming mail; acting as courier as needed. 
• Update and maintain administrative forms using Microsoft Office Suite and Adobe Acrobat.
• Assist with marketing communications and supply orders related to company initiatives. 
• Manage holiday signage, closure notices, and employee communication boards. 
• Submit and track maintenance and IT service tickets. 
• Initiate and manage spreadsheets and trackers for ongoing projects and expense reporting. 
• Provide support for medical certification class scheduling and coordination. 
• Serve as vendor liaison for administrative office needs. 
• Assist with additional administrative tasks and special projects as assigned to support the needs of the management team. 

Schedule

• Monday through Friday, Day shift.
• Occasional evening meeting attendance required. 

Benefits

At Winchester Cardiology and Vascular Medicine, we value our employees and offer a comprehensive benefits package designed to support your well-being, work-life balance, and financial future. Our benefits include:

• Affordable Health Coverage – Choose from medical, dental, and vision insurance plans with low premiums. We also offer medical insurance options at no cost to the employee. 
• Generous Paid Time Off (PTO) – Accrue 3+ weeks of PTO per year.
• Paid Holidays & Extra Time Off – Receive 7 paid holidays and 2 additional half-days.
• 401(k) Retirement Plan – Receive an annual 3% employer contribution to your 401(k), regardless of whether you contribute. 
• Exclusive Employee Perks Program – Access savings on thousands of items, including concert tickets, amusement parks, travel, retail discounts, and more! 
• Supplemental Health Coverage – Additional coverage options are available to customize your benefits package and provide extra financial protection.  

Qualifications

• High school diploma or equivalent required.
• Strong proficiency in Microsoft Office Suite, with intermediate to advanced skills in Excel (e.g., formulas, tables, data organization).
• Proficient in Adobe Acrobat and experienced in editing, creating, and formatting PDF documents.
• Typing proficiency of 55+ words per minute.
• Excellent written and verbal communication skills.
• Exceptional organizational skills with the ability to manage multiple tasks and deadlines. 
• High attention to detail, accuracy, and follow-through. 
• Comfortable working independently and collaboratively in a fast-paced environment. 
• Ability to lift and carry up to 50 lbs. 

All employees of Winchester Cardiology and Vascular Medicine P.C. are required to comply with company protocols regarding COVID-19 and other infectious diseases. This includes adherence to vaccination policies, safety measures, and any additional health protocols established to protect the well-being of patients, staff, and the community.

At Winchester Cardiology, we are committed to maintaining a diverse and inclusive workplace where all employees are treated with respect. We are an Equal Opportunity Employer and consider all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. In line with this commitment, we provide reasonable accommodations for individuals with disabilities to ensure equal opportunity in the application and interview process. Please contact us at [email protected] to request an accommodation.