Job Summary
American Health Partners is looking for a professional front-of-office Corporate Administrative Assistant who can represent the culture of our company as the first point of contact for all visitors. Professional presence is a must as this position interacts with C-suite executives and is the gatekeeper of the C-suite executive offices. The assistant will schedule meetings and provide administrative support for an upper-level executive(s) as assigned. The position requires proficiency in Outlook calendar management, travel booking, and expense processing. Being attentive, joyful, friendly, welcoming, outgoing, and happy to assist is a pivotal part of this position. Teamwork, hospitality, and organizational skills are essential.
Here are a few of our benefits:
- Annual performance wage increases
- 401k retirement plan with a company match
- Medical, dental and vision insurance
- Paid time off
- Holiday pay
Job Responsibilities
- Greet guests and escort them to the proper location
- Receive, sort, and distribute incoming mail, deliveries, and packages
- Outlook calendar management
- Coordinate necessary travel arrangements and process travel expense reports in Concur
- Handles daily C-suite lunch orders
- Place catering orders for large meetings to include setup and cleanup
- Schedule conference rooms and oversee the appearance and setup of each room
- Maintain office and kitchen supplies, ensuring everything is well-stocked and organized
- Daily review/distribution of company voicemail messages and fax messages
- Maintain a clean, organized, and professional reception area pleasing to visitors and coworkers
- Handles various administrative details with initiative and good judgment
- Support office operations and special events
- Direct report to the CEO Executive Assistant
- Backup support for the CEO Executive Assistant
- Process and submit expenses in Concur for SVP of HR
- Manage HR invoices (receiving from multiple sources, submitting for approval, submitting for payment, and filing)
- Manage Requests for Medical Records (returning phone calls, determining proper entity for the request, and forwarding an email to the proper entity)
- Backup support for coordinating exterior and interior building maintenance and inspection vendors
- Some overtime may be required
Skills
- Proficient in computer skills, Microsoft Outlook Office products (Word, Excel, Outlook, PowerPoint, Teams), and Concur Expense reporting
- Knowledge of office equipment to include copier, multi-line telephone, Pitney Bowes postage meter
- Excellent communication skills (in-personal, verbal, and written)
- Flexibility to meet project deadlines
- Ability to multi-task and work independently with minimal supervision
- Respects confidentiality of data and communications encountered in the workplace
- Exceptional organizational skills and proactive
- Ability to act with grace and professional integrity when faced with conflicts and changes
- Customer service-oriented mindset
- Demonstrates proficient project coordination and promotes process improvements
- Ability to lift up to 35 pounds, with or without reasonable accommodation
Education/Experience Requirements:
- High school diploma required
- Additional training/education is preferred
Job Type: Full-time in office (no remote work)
Expected hours: 40 hours per week (8:00 AM – 5:00 PM)
Education
Required
Equal Opportunity Employer
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