Job Title: Administrative Assistant
Reports To: Senior Vice President (SVP) of Administration and Operations
Location: Remote, based in the Tampa Bay Area, with travel required for 1-5 meetings per year.
Salary range: $17.00 – $28.00/hour, including a benefits package, and eligible for a discretionary bonus. This position is non-exempt.
Who We are: The Hemophilia Alliance (www.hemoalliance.org) is a dynamic nonprofit organization supporting federally funded Hemophilia Treatment Centers (HTCs) nationwide. Our mission is to promote the common interests of our members by offering advocacy, consultant expertise, and organizational support in areas such as operations, payer relations, contract pharmacy, regulatory compliance, and legal updates. We help HTCs optimize resources, strengthen 340B pharmacy programs, and strive to improve patient care through advocacy, business solutions, and education. Working with HTCs, government agencies, and industry partners, we aim to enhance financial sustainability, navigate healthcare policies, and expand access to treatment for individuals with bleeding disorders. Visit hemoalliance.org for more information.
Job Summary: The Administrative Assistant will provide comprehensive administrative support to the team at Hemophilia Alliance. This position requires excellent communication skills, strong multitasking abilities, and a professional demeanor. The Administrative Assistant will manage day-to-day office functions, assist in event coordination, and ensure smooth operations in a fast-paced, fully remote environment and based out of the Tampa Bay area. This role requires close collaboration with the Senior Leadership Team and relatively small staff to ensure organizational objectives are met and to provide exceptional experience for members.
Office Management/Administrative Support:
- Answer and direct email communications.
- Organize and schedule meetings, appointments, and events.
- Maintain electronic office filing systems.
- Prepare reports, presentations, and documents.
- Prepare emails and communications as instructed.
- Manage storage facility in the Tampa Bay area to include and is not limited to shipping/receiving of meeting and office supplies/AV equipment.
- Assist team with ad-hoc projects and tasks.
Data Entry & Documentation:
- Input and update data into company systems and databases.
- Maintain accurate records of meetings, appointments, and deadlines.
- Assist with data analysis and compiling necessary reports.
- Responsible for accurately documenting and distributing meeting minutes, ensuring all key points, decisions, and action items are recorded and communicated promptly.
Client & Staff Communication:
- Communicate professionally with clients, suppliers, and external contacts.
- Serve as a point of contact for the team and resolve inquiries.
Event Coordination:
- Assist with coordination on logistics for meetings, conferences, and events, including travel arrangements.
- Prepare necessary materials for meetings or presentations.
- Assist with onsite event and meeting coordination as needed.
Qualifications:
- High school diploma or equivalent (required)
- Associate or bachelor’s degree in business or related field (preferred)
- Proven experience as an Administrative Assistant or in a related role
- Proficiency in Microsoft 365 (Teams, SharePoint, OneDrive) and MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Excellent organizational and time-management skills
- Strong communication and interpersonal skills
- Ability to handle sensitive information with confidentiality
- Ability to multitask and prioritize tasks effectively
- Familiarity with office equipment (e.g., printers, copiers)
- Strong organizational skills with the ability to manage multiple projects simultaneously and meet tight deadlines
- Ability to work independently and as part of a team
- A proactive and adaptable approach to problem-solving
Certifications (optional but beneficial):
- Certified Administrative Professional (CAP)
- Microsoft Office Specialist (MOS)
Working Conditions:
- Location: Remote, based in the Tampa Bay Area, with travel required for 1-5 meetings per year.
- Hours: Typically, 8am – 5pm, with occasional flexible hours for events and meetings.
- Physical Requirements: Ability to lift and carry up to 50 pounds.
- Transportation: Requires a vehicle for transport and a valid Florida driver’s license and insurance.
How To Apply:
- Submit a cover letter and resume
- No phone calls please
