Administrative Assistant

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Job Summary

The Administrative Assistant performs advanced, diversified and confidential administrative and project support to senior leaders and various support managers. The incumbent manages the overall day-to-day operations of senior leadership, which requires considerable independent judgment, initiative and professionalism

Requirements

EDUCATION

High school diploma or equivalent.

Bachelor's degree in relevant field (Business Administration, Health Administration, or other related area) preferred.

EXPERIENCE & KNOWLEDGE

Minimum three (3) years' advanced administrative experience, preferably supporting at the executive level OR one (1) year advanced administrative experience with an applicable bachelor's degree.

Proficiency using Microsoft Word, Excel, Access, and PowerPoint with the ability to create presentations and navigate through spreadsheet reports.

Typing proficiency of at least 50 words per minute preferred.

ESSENTIAL ABILITIES

Ability to meet deadlines.

Ability to multi-task and prioritize responsibilities.

Skills

• Active Listening
• Continuous Learning
• Coordinating Resources
• Cross-Functional Planning
• Customer Relationship Management (CRM)
• Interpersonal Relationship Management
• Microsoft Office
• Oral Communications
• Performing Administrative Activities
• Sound Judgment
• Time Management
• Written Communication

Responsibilities

• Assists with special projects or other duties, as requested.
• Books appropriate travel within travel policy taking into account schedules, travel time and personal time between meetings.
• Conducts more complex research to assist executive(s) with inquiries or issues and secures requested information and compiles various reports and analyses.
• Coordinates executive engagement, correspondence and interactions.
• Coordinates internal and external meetings including but not limited to team meetings, off-site meetings, one-on-one meetings, conferences, etc.
• Creates, maintains, and edits presentations, documents, and spreadsheets for meetings.
• Manages day-to-day complex schedules in such a way that the executive is able to fulfill obligations and prioritize actions in an organized, efficient way.
• Manages follow up on all executive meetings and serves as a meeting recorder-summarizing action items precisely.
• Partners with peers and direct reports of the assigned executive(s) to manage cross-functional initiatives.
• Performs specialized functional area duties, such as reporting, research, project coordination, analysis, etc., requiring broad and comprehensive skills and knowledge.
• Submits accurate expense reports in a timely manner adhering to policy and assists in overseeing budget and procurement activities.

Certifications

Security Requirements

This position is identified as level three (3). This position must ensure the security and confidentiality of records and information to prevent substantial harm, embarrassment, inconvenience, or unfairness to any individual on whom information is maintained. The integrity of information must be maintained as outlined in the company Administrative Manual.

Segregation of Duties

Segregation of duties will be used to ensure that errors or irregularities are prevented or detected on a timely basis by employees in the normal course of business. This position must adhere to the segregation of duties guidelines in the Administrative Manual.

Employment Type

Regular

ADA Requirements

1.1 General Office Worker, Sedentary, Campus Travel - Someone who normally works in an office setting or remotely and routinely travels for work within walking distance of location of primary work assignment.