Administrative Assistant in Fort Myers, Florida at TeleSpecialists LLC

Administrative Assistant

This is an in-office position based in our Fort Myers, FL office.

About Us:

TeleSpecialists is a rapidly growing national tele medicine company seeking the right talent to join our team. We provide emergent and routine neurology and psychiatry services in over 300 hospitals across the country and continuing to expand services. We are seeking the right talent to join our team and help us with our mission of impacting patients, providing timely high-quality care to patients, and transforming the future of healthcare. We have an innovative and entrepreneurial culture that provides the opportunity for personal and professional growth.

TeleSpecialists Offers:

• A great culture with a team environment
• A fun, diverse work environment
• A rapidly growing company with career advancement opportunities
• Medical, Dental and Vision benefits
• 401k match
• Paid Vacation
• Leadership Training Classes
• Mentorship Program
• Tuition Reimbursement

About the Role:

TeleSpecialists is looking for an Administrative Assistant provides comprehensive support to the team by handling a range of administrative tasks and helping ensure efficient office operations. This role is ideal for a detail-oriented professional who excels in organization, communication, and multitasking in a fast-paced environment.

Essential Responsibilities of this Role:

Office Management:

• Greet visitors, answer phone calls, and respond to emails.

• Maintain office supplies inventory, reorder as necessary, and ensure proper stock levels.

• Organize office files and records, both physical and electronic, to ensure quick and accurate retrieval of information.

Scheduling and Coordination:

• Schedule and manage appointments, meetings, and conferences.

• Prepare meeting agendas, take notes, and distribute minutes as needed.

• Coordinate travel arrangements, including flights, accommodation, and itineraries for team members.

Document Preparation and Management:

• Draft, proofread, and edit correspondence, reports, and other documents.

• Prepare and process invoices, purchase orders, and other financial documents in collaboration with the finance department.

• Maintain confidential information and sensitive records with a high level of discretion.

Communication and Support:

• Act as a point of contact between departments and external parties, ensuring smooth information flow.

• Respond to inquiries and assist team members and clients with administrative needs.

• Manage internal communications and coordinate employee engagement activities.

Project Support:

• Assist with planning and execution of company events, team-building activities, and other projects as needed.

• Support project management efforts by tracking deadlines, milestones, and deliverables.

• Conduct research and compile data as required for special project

What You Need to Succeed in the Role

• Education: High school diploma or equivalent; associate or bachelor’s degree preferred.
• Experience: Minimum of 2 years of experience in an administrative or clerical role.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with office management software is a plus.
• Soft Skills: Strong organizational, interpersonal, and communication skills. Ability to multitask, prioritize, and maintain confidentiality.
• Other: Familiarity with office equipment (e.g., printers, scanners) and comfort with a fast-paced, Evolving work environment.

Competencies:

• Attention to Detail: Ability to manage details and ensure accuracy in work.
• Problem-Solving: Proactive approach to troubleshooting and resolving issues.
• Time Management: Skilled in prioritizing tasks and managing time effectively.
• Customer Service Orientation: Friendly, professional demeanor and commitment to providing excellent support.

Working Conditions:

• Primarily office-based with standard working hours. Some flexibility may be required to support company events or urgent tasks.