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)
