Administrative Assistant - Temporary

Core Hours

Monday - Friday, 8:00 am - 5:00 pm

The Administrative Assistant provides comprehensive office support through a variety of administrative activities and related tasks. This position is responsible for greeting visitors to Tolmar facilities, answering phone calls from both internal and external customers, scheduling appointments, maintaining files, preparing documents, and performing additional administrative duties as required.

• Assist various departments with preparing or updating reports, proposals, meeting minutes, memos, forms, correspondence, and other documents using word processing software.
• Maintain highly sensitive and confidential files, correspondence, and information.
• Schedule meetings for assigned departments and prepare conference rooms with necessary equipment, supplies, and catering.
• Collect and prepare information for use in discussions and meetings.
• Create and manage purchase requisitions for departments as needed, ensuring budget compliance.
• Maintain meeting and travel schedules and organize travel itineraries as required.
• Reconcile credit card statements and complete expense reports as necessary.
• Monitor schedules and agendas daily, anticipating actions needed to maintain efficiency.
• Answer incoming calls (internal and external) and greet guests in a professional manner.
• Distribute incoming and outgoing mail as required.
• Coordinate the pick-up of express mail services (FedEx, UPS, etc.) as needed.
• Manage purchase requisitions and track expenditures, ensuring compliance with company policies and procedures.
• Reconcile invoices for office and breakroom supplies and other expenses as needed.
• Order, receive, stock, and distribute office and general supplies for the facility.
• Serve as the primary backup for other Administrative Assistants during breaks, lunches, and time off, as necessary.
• Assist with special projects as required.
• Perform other related duties as assigned.

• Advanced knowledge of Microsoft Office Suite, including Word, PowerPoint, Outlook, Excel, and Access.
• Demonstrated ability to work cooperatively and collaboratively with a wide range of personalities and organizational needs.
• Excellent phone etiquette and verbal communication skills.
• Strong written communication, editing, and proofreading skills.
• Excellent time management abilities.
• Capacity to manage multiple tasks with a high degree of accuracy and attention to detail.
• Ability to be flexible and adapt to changing priorities.
• Ability to work independently on assigned tasks and accept direction when needed.
• Strong adherence to deadlines and maintaining a reliable schedule.

The Administrative Assistant is expected to operate within the framework of Tolmar's Core Values:

• Center on People: We commit to support the well-being of our patients. We are committed to treating our employees and those we serve as valued partners. By placing people at the heart of our actions, we actively engage, invigorate, acquire knowledge, and grow together.
• Are Proactive & Agile: We embody a culture of engagement and action. With a hands-on approach, we fearlessly adapt to change. We anticipate, respond swiftly and efficiently to ignite a spirit that propels us towards extraordinary outcomes.
• Act Ethically: We are committed to consistently conducting our business in an ethical, compliant, and socially aware manner, in line with our purpose of positively impacting lives. We actively cultivate diversity, equity, inclusion & sustainability in our workplace.
• Constantly Improve: We are committed to a collaborative & proactive effort to improve our products, systems, processes, and services by reducing waste, increasing efficiency & improving quality.
• Are Accountable: We think, act, and communicate with honesty, transparency, and clarity in alignment with our core values. We don't compromise our values for near term gain. We take accountability & ownership of our work, actions, successes, and setbacks. We strive to deliver our best as we shape the future.

• High school diploma or equivalent required; Associate's Degree preferred.
• Two or more years of experience as a receptionist, or in an administrative or customer service role.

• This position is temporary, currently anticipated to end on December 23, 2026.
• Professional reception and office environment.

Compensation and Benefits

• Pay: $25.00 - $27.00 per hour (depending on experience)
• Benefits summary: https://www.tolmar.com/careers/employee-benefits

Tolmar compensation programs are focused on equitable, fair pay practices including market-based base pay and a strong benefits package. The final compensation offered may vary from the posted range based on the selected candidates qualifications and experience.