SUMMARY : Under the direct supervision of the Executive Assistant, this position provides office support by implementing administrative systems, procedures, and policies, and ensuring timely completion of administrative projects.
ESSENTIAL DUTIES AND RESPONSIBILITIES: An individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required. Other duties as assigned.
1. Processes mail (incoming, outgoing, distribution and postage) and shipment requests daily.
2. Answer phones professionally and forward calls and messages to staff using good customer service skills
3. Orders and maintains kitchen, bathroom, and business supplies from approved vendors.
4. Schedules, prepares, and organizes activities such as internal corporate meetings and department activities. Participates in decorating, set up and breakdown as needed.
5. Provides confidential administrative support for the home office staff including copying, scanning, filing, and preparing binders, processing medical records and support to the legal and compliance department as needed.
6. Effectively plans and organizes projects impacting the work of others on a daily, weekly, and monthly basis. This may include reporting, computer organization, scanning coping, etc.
7. Supports Executive team through ongoing and ad-hoc projects that include but are not limited to: new hire processing and tracking, orientation training tracking and compliance reports, MAB data assistance, monthly reporting, employee and director support, payroll review.
8. Demonstrates responsibility and dependability when completing assignments, plans and organizes work according to established priorities, and completes assignments accurately within established timeframes.
9. Demonstrates ability to anticipate the needs of those being supported and shows strong creative and problem solving skills in completing projects
10. Works with multiple deadlines and multiple priorities. Ability to multi-task effectively and practice time management both individually and as a group.
11. Demonstrates cooperation, courtesy and consideration when working effectively with varied people. Represents the company well, especially with greeting guests and business partners.
12. Works independently and is self-sufficient but can also work well as part of a team.
13. Excellent oral and written communication skills are essential. As well as the ability to learn and operate multiple reporting, database systems.
14. Strong critical thinking, problem solving and attentiveness to detail required.
This position requires standing, sitting for extended periods of time, stooping, lifting up to 25 pounds or more, bending, climbing, twisting upper body, walking, running, carrying, listening, talking, use of telephone, and exposure to medical equipment and persons with risk of illness
SUPERVISORY RESPONSIBILITIES:
None.
EDUCATION and/or EXPERIENCE:
Associates degree or higher preferred. Three years of progressively responsible administrative support experience. Significant experience with MS Office to include Word, Excel, Outlook and PowerPoint.
CERTIFICATES, LICENSES, REGISTRATIONS:
Driver's license per position requirements.
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