Administrative Office Assistant

Areas of Focus: Supply Chain and Logistics, Research Coordination and Headquarter Office Support.

Job Overview:

Hawthorne Health is seeking a highly organized and detail-oriented Administrative Office Assistant to support our team by assisting with day-to-day office operations, supply chain and logistics coordination, research participant scheduling, and general corporate administrative tasks. The ideal candidate will be proactive, able to multi-task, and have excellent communication skills to ensure smooth and efficient office workflows.

Key Responsibilities:

Supply Chain and Logistics:

Assist with managing office supply inventory, placing timely orders, and ensuring cost-effective procurement.
Coordinate with vendors, suppliers, and service providers for purchasing and delivery.
Track and assist with shipping, receiving, and distribution of office and research materials.
Help maintain and update inventory systems and records.
Development of lab and study kits for clinical research visits based on study requirements

Scheduling & Research Coordination:

Assist in scheduling research participants, ensuring timely coordination with the research team.
Communicate with healthcare providers to confirm appointment times, locations, and necessary preparation.
Support the logistics of research sessions, including the booking of travel accommodations to support complete of research visits and arrangement of necessary materials.
Upload of required study documents (Consents, Unresponsive letters, etc.) into the visit delivery internal system

Corporate Administrative Tasks:

Provide general administrative support including answering phone calls, managing emails, and preparing reports.
Assist with meeting and event coordination, including preparing materials and booking venues.
Maintain organized documentation and filing systems.
Process expense reports, invoices, and other financial paperwork as needed.
Act as a point of contact for internal teams and external stakeholders as needed

Qualifications:

Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in business administration or related field preferred.

Experience:
1+ year of experience in an office administrative, logistics, or related role.
Experience coordinating schedules and logistics, preferably within a research or healthcare setting.

Skills:

Strong organizational and multitasking abilities.
Effective verbal and written communication skills.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to manage time efficiently and prioritize tasks in a fast-paced environment.

Working Conditions:

Office-based role in Walnut Creek, California
40 Hours a Week (Hourly Position)

Hawthorne Health, Inc.

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Administrative Office Assistant