Administrative Assistant
POSITION SUMMARY
This position supports a Chief Executive Officer (CEO), Senior Leadership Team (SLT) members, a senior director, or member(s) of facility leadership teams by providing clerical and administrative services and assistance, of moderate complexity, requiring the use of judgment and discretion on a periodic basis. This position may also support other senior directors, and managers as needed.
CORE FUNCTIONS
1. Handles a wide variety of situations and conflicts involving the clerical and administrative function of the office, which often cannot be brought to the attention of the executive. This includes summarizing the content of incoming materials, specially gathered information, or meetings to assist their supervisor; coordinating the new information with background office sources; and drawing attention to important aspects or conflict.
2. Interprets request and helps implement action, as well as decides whether the executive should be notified of important or emergency matters, as needed. In the absence of their supervisor, ensures that requests for action or information are relayed to the appropriate staff member.
3. Coordinates, handles, and/or completes recurring projects or one-time projects, as directed by CEO or SLT.
4. Screens telephone calls and visitors, ascertaining who can be redirected to subordinate management. Provides information to callers, including key internal or external sources, which requires comprehensive knowledge of organization policies, practices and operations.
5. Maintains CEO and SLT calendars, regularly arranging meetings, conferences, and appointments without clearance. Arranges hotel and travel accommodations for frequent, and extended trips.
6. Prepares special or one-time reports, presentation materials, summaries, or replies to inquiries, selecting relevant information from a variety of sources. May assist in the research, analysis and interpretation of data under the direction of management.
7. Performs a broad range of administrative support details on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost impacts on organizational outcomes.
8. This position primarily focuses on the operations of the office of the CEO, SLT, senior directors, to which this position reports. Responsibilities extend across organizational lines, requiring extensive interaction and involvement throughout the system/facility, as well as the community. This position routinely interacts with the CEO, SLT, managers, and employees.
QUALIFICATIONS
•Bachelor's Degree preferred, or equivalent work experience. A strong working knowledge of administrative/specialized business support services as normally demonstrated through three to four years administrative support experience at a progressively responsible level required.
- At least 3 years of experience in providing administrative support to Executives is required. Construction knowledge a plus.
•Must possess strong organizational skills, capable of prioritizing tasks and handling multiple responsibilities concurrently.
•Exceptional written and verbal communication skills are essential, along with the ability to engage professionally with individuals across all levels.
•Proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint) and other scheduling and communication tools is required.
•Experience with QuickBooks is advantageous.
•Capable of thriving in a fast-paced environment, adjusting to shifting priorities while maintaining a high standard of professionalism.
•Meticulous attention to detail and accuracy are crucial, including proficiency in proofreading documents and managing data.
•Strong problem-solving abilities, with a knack for efficiently resolving issues.
•Additional related education and/or experience preferred.
Competitive Benefits: Medical, Dental, Vision, Life Insurance, and 401(k)
Job Type: Full-time
Pay: $65,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Microsoft Excel: 3 years (Preferred)
- Microsoft Powerpoint: 3 years (Preferred)
Ability to Commute:
Work Location: In person