Administrative Support Specialist at Mindlance Health

The Administrative Support Specialist provides essential remote administrative and operational support to internal teams, clients, and healthcare professionals. This role is responsible for managing communication, coordinating administrative tasks, processing documents, and supporting daily operational functions to ensure efficient and accurate organizational workflows. The ideal candidate is highly organized, detail-oriented, and able to work independently in a virtual environment.

Key Responsibilities:

Remote Administrative Support

Provide remote administrative assistance to operations, recruitment, and client services teams.

Respond to inbound emails, inquiries, and requests in a timely and professional manner.

Prepare, organize, and maintain digital records, files, and documentation.

Communication & Coordination

Serve as a remote point of contact for internal staff, clients, and healthcare professionals requiring administrative support.

Coordinate schedules, meetings, and virtual calls across time zones as needed.

Draft and send professional correspondence, reports, and updates.

Data Management & Reporting

Enter, update, and maintain accurate information in internal databases and systems.

Compile and prepare administrative reports, templates, checklists, and spreadsheets.

Assist with document routing, tracking, and version control to ensure compliance with internal standards.

Operational Workflow Support

Assist with invoicing preparation, tracking deliverables, and supporting billing administration.

Support HR and recruitment teams with candidate communications, onboarding steps, and documentation.

Monitor task lists and follow-up actions to ensure key deadlines are met.

Quality & Compliance

Ensure all work products meet accuracy, confidentiality, and professional standards.

Follow company protocols for secure handling of sensitive and proprietary information.

Identify and recommend improvements to remote administrative processes and systems.

Qualifications:

Education & Experience

High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field preferred.

Previous experience in remote administrative support, clerical work, or office operations is highly desirable.

Skills & Abilities

Excellent written and verbal communication skills.

Strong organizational and time-management skills with the ability to work independently.

Proficiency with office software (Google Workspace, Microsoft Office) and remote collaboration tools (Zoom, Slack, Teams).

Attention to detail with a commitment to data accuracy and confidentiality.

Ability to prioritize tasks and manage workload efficiently in a remote setting.

Working Conditions

Fully remote position with regular virtual communication and collaboration.

Must have a reliable internet connection and a dedicated workspace.

Occasional participation in virtual meetings and team check-ins.