Administrative Assistant

Job Title: Administrative Assistant

Reports to: Associate Corporate Counsel

Work Schedule: Office hours are generally M-F, 8:00 AM to 5:00 PM.

Employment Classification: Exempt, Salary

Status: Full-Time

Position Summary:

Family Allergy & Asthma is seeking an organized, proactive, and detail-oriented Administrative Assistant to support the Corporate Counsel and Assistant Corporate Counsel and assist with coordinating administrative activities across multiple corporate departments.

This role is responsible for helping maintain organization of contracts, leases, policies, projects, meetings, and department initiatives. The ideal candidate is highly organized, collaborative, and skilled at tracking information, documenting action items, and ensuring important tasks and deadlines remain visible to leadership.

Legal or corporate administrative experience is preferred but not required.

Essential Duties and Responsibilities:

• Provide administrative support to the Associate Corporate Counsel and other corporate leadership as assigned.
• Assist with organizing and maintaining contracts, leases, legal documents, and related records.
• Track key dates, action items, and project status updates across multiple departments.
• Maintain spreadsheets, logs, trackers, and departmental records.
• Assist with contract tracking software, lease files and software, policy documentation, and other corporate records.
• Coordinate meeting logistics, prepare materials, take meeting notes, and distribute follow-up items.
• Send reminders and assist with tracking outstanding tasks and requests.
• Help monitor policy and procedure review schedules and document updates.
• Organize correspondence, files, and electronic records to ensure information is easily accessible.
• Support payer relations, legal, human resources, and other corporate functions with administrative and organizational needs.
• Perform other administrative duties as assigned.

Qualifications:

• Minimum of three (3) years of legal administrative support, administrative support, or related office experience preferred.
• Experience supporting legal, healthcare, corporate, or professional services environments preferred.
• Notary Public certification preferred but not required. Family Allergy & Asthma will cover the cost of obtaining certification for the selected candidate if needed.
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and Teams.
• Strong organizational, communication, and follow-up skills.
• Ability to manage multiple priorities and maintain attention to detail.
• Ability to handle confidential information with discretion.