Administrative Assistant

POSITION DESCRIPTION

TITLE:	Administrative Assistant	DEPARTMENT:	Administration
REPORTS TO :	CEO	FLSA:	Non-Exempt (Hourly)
WORK SCHEDULE:	Part-Time with potential to transition to Full-Time	TRAVEL REQUIRED:	Occasional travel to in person meetings
LOCATION:	Remote , located in Colorado	MANAGEMENT:	No
EEO :	Administrative Support	REVISED DATE:	August 2025

A Little About Us
MMIB is dedicated to improving outcomes for pre-term infants by harnessing the natural benefits of mother’s milk. Our innovative Human Milk Concentration (HMC) device passively removes water from the mother’s own milk, creating a nutrient-dense, concentrated feeding solution without compromising nutritional integrity. This technology addresses the unique needs of pre-term infants, who require smaller feeding volumes, and helps reduce reliance on commercial formulas that may increase the risk of serious conditions, such as necrotizing enterocolitis. At MMIB, we are committed to advancing neonatal nutrition and supporting healthier beginnings for the most vulnerable newborns.

About Your Role
This Administrative Assistant position will serve as a central point of contact for internal communication and customer service, ensuring all inquiries—whether by phone, email, or in person—are managed promptly and professionally. The role will manage a variety of administrative and office operations, including scheduling appointments, maintaining calendars, and arranging travel or meetings. Responsibilities also include document and information management, such as maintaining databases, organizing filing systems, and preparing correspondence and reports. The position will utilize a range of office technologies and equipment, support payroll and financial processes, and may involve orienting staff to communication systems. Additionally, this role will coordinate events and materials, contributing to the smooth operation and success of the organization.

Essential Duties and Major Responsibilities

Communication & Administrative Support

• Assist CEO with daily scheduling/ calendar coordination, notifications to maintain work flow, follow up on business correspondence to ensure efficiency.
• Answer incoming calls to the main line, providing professional and courteous support to clients, families, and referral sources seeking information about health services.
• Greet clients and visitors warmly, assess their needs, and direct them appropriately within the MMIB team.
• Assist clients with service inquiries, appointment scheduling, payment questions, and general support related to programs and services.
• Open, route, and manage incoming communications (mail, calls, email), responding to routine inquiries and escalating urgent matters to appropriate team members.

Administrative & Office Operations

• Schedule and confirm appointments for CEO using electronic scheduling systems.
• Maintain up-to-date calendars for MMIB Inc CEO, and organizational events.
• Assist in coordinating travel or meeting arrangements for staff participating in training, conferences, or outreach activities.
• Monitor and order office and clinical supplies to support daily operations.

Document & Information Management

• Organization and secure business related documents in appropriate online storage.
• Input, update, and manage administrative data using secure databases and electronic record systems.
• Maintain accurate electronic and paper-based records, including registration forms, consent documents, and administrative paperwork.
• Draft, type, and distribute internal documents, notes, meeting summaries, and routine correspondence.
• Complete documentation and forms in alignment with company policies and procedures.
• Maintain HIPAA compliance and confidentiality for all information relating to MMIB Inc research and development, clinical study recruitment and staff information as well as MMIB Inc operations.

Technology & Office Systems

• Utilize computers and data management software to organize administrative information, manage schedules, and support administrative functions.
• Use email and digital communication tools to share information across departments and with external partners.
• Learn and adopt new technologies to support evolving office operations and service delivery methods.

Outreach, Event, & Material Coordination

• Support preparation of materials for MMIB Inc outreach as needed. programs(e.g., flyers, sign-in sheets, informational packets).
• Coordinate logistics for internal meetings and MMIB Inc related events.
• Assist with mailing e-newsletters, announcements, and educational content to collaborators, clients and community partners.
• Help maintain and update MMIB website and digital platforms (social media) with current service and event information.
• Other duties as assigned

Education

• High school diploma or its equivalent is required.
• Bachelor’s degree is preferred.

Type of Experience Needed to be Successful.

• 1+ years of experience in office management or in a similar position or industry is required.

Specialized Skills

• Intermediate verbal and written communication skills, enabling clear and professional interaction with diverse audiences across multiple communication channels.
• Intermediate planning and organizational skills, combined with strong attention to detail and a proven ability to prioritize tasks and meet deadlines efficiently.
• Intermediate ability to provide strategic leadership, including guiding teams toward common objectives, developing actionable plans, and mentoring colleagues to enhance performance.
• Intermediate knowledge of office administration, clerical procedures, and recordkeeping systems, with a preference for familiarity with healthcare systems and protocols.
• Intermediate proficiency in Google Suite, Microsoft Teams, and related software, with a demonstrated ability to quickly learn new tools.
• Intermediate typing skills, with the ability to type 50 words per minute with accuracy.
• Advanced problem-solving skills, capable of anticipating complex challenges and implementing practical solutions in fast-paced environments.
• Demonstrated ability to manage competing priorities with meticulous attention to detail, with interpersonal maturity and adaptability to provide steady support to a dyamic executive with fluid workstyle.

Supervisory Expectations
The position does not have any regular responsibility for overseeing or supervising the work of other team members.

Independence of Action
A supervisor or manager closely monitors work; detailed instructions and procedures are typically provided.

Physical Demands and Work Environment: (The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to ⅓ of working time, “regularly” means between ⅓ and ⅔ of working time, and “frequently” means ⅔ and more of working time.)

• The work environment is the office environment. The employee must complete their work satisfactorily in an environment where there are significant distractions, including staff, students, and families walking through and conversing, telephones ringing, conversations carrying over, loud noises, interruptions to answer questions from others, and changing priorities.
• The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. In many cases, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to sit and regularly to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds and should do so soundly and safely. This job’s specific vision abilities include close vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Hours

Company Hours	This position works 8:00 AM to 5:00 PM. Hours vary and are dependent on business needs.
20-28 Hour Work Week	Monday through Friday, Hours may vary with the workload.
Evenings/Weekends/OT	May work evenings/weekends as needed to meet the role’s requirements.

Core Competencies

• Oral Communication and Written Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information—ability to communicate with clients or customers.
• Use of Technology – Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.
• Problem Solving – Identifies and resolves problems promptly; gathers and analyzes skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.
• Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
• Teamwork – Balances team and individual responsibilities; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed. Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting.
• Detail-Oriented – Consistently checks and rechecks work products for accuracy. Able to manage multiple tasks while accurately performing essential job functions. Prepares accurate and thorough reports, emails, and data as required by the position.
• Initiative – Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Innovation – Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others’ attention.
• Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.