Administrative Assistant

Executive Assistant

Hours: 8am – 5pm M-Th, 8am-4pm F

The Administrative Assistant provides administrative support to leaders using organizational, relational, and computer skills. Supports leaders by prioritizing work, handling information requests, performing clerical functions, and anticipating the needs, and expectations of leaders in a confidential manner.

Under general direction of the Executive Director and Director of Clinical Operations, coordinate related activities

Administrative Support for the Executive Director and Director of Clinical Operations

• Represents organization and leaders through professional demeanor, use of discretion and confidentiality, and exemplifying the values and behaviors at the highest level of professionalism.
• Assist with calendar management
• Conduct needed research for reports or presentations
• Draft, proofread, edit, copy, save letters, reports, or other documents, as directed
• Work discreetly with sensitive information to maintain confidentiality and security
• Ensure deadlines are met
• Project Management Support
• Event Planning/Coordination
• Meeting scheduling, preparations, logistics and coordination, catering if needed
• Assist with weekly clinic and call schedule coordination, including templating spreadsheets as needed

Clerical Support

• Office mail, filing, and typing
• Assist staff with office equipment (incl. printers/copiers)
• Assist with templating documents and updating Policies / Procedures
• Assist with additional tasks as assigned, including, but not limited to reporting, work queue monitoring and management
• Internal directory and phone listing updates
• Assist with ordering supplies and coordinating service for office machines
• Assist with WHS merchandise and materials

Accounting Support

• Assist with the accounts payable process
• Reconciling invoices
• Support for month end reconciliation
• Vendor cost analysis

HR Support

• Staff onboarding / orientation assistance
• Prepare new hire paperwork
• Assist with student placements

QUALIFICATIONS

Knowledge, Skills and Abilities:

• Skillful execution of administrative activities with high attention to detail, strong organizational and time management skills, and the ability to prioritize and follow-up
• Self-motivated, takes initiative, and able to multi-task and shift course with speed and decisiveness
• High level of confidentiality and ability to handle sensitive information
• Excellent oral and written communication skills are essential.
• Strong critical thinking, problem solving and attentiveness to detail, required.
• Ability to demonstrate responsibility and dependability when completing assignments, plan and organize work according to established priorities and complete assignments accurately within established timeframes.
• Demonstrate cooperation, courtesy and consideration when working effectively with varied personnel.
• Ability to work independently and as part of team.

Education:

• High School Diploma or equivalent (at a minimum),
• Associate’s degree or additional education, preferred
• Certified Administrative Professional (CAP) or other certifications, a plus

Experience:

• 5 years of progressively responsible administrative support experience or tenure.
• Experience with accounts payable and basic accounting preferred.
• Proficiency in Microsoft Word, Excel, Power Point, Outlook is essential.

Physical Demands:

• Ability to move freely (standing, stooping, walking, bending, pushing and pulling) and lift up to a maximum of twenty-five (25) pounds without assistance.
• Normally working in climate-controlled environment
• Frequent sitting and standing with movement throughout the workspace
• Occasional exposure to moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals and risk of electrical shock
• Possible exposure to communicable diseases, hazardous materials, and pharmacological agents
• Wear Personal Protective Equipment (PPE) such as gloves or a mask when indicated
• Use of computers throughout workday and prolonged repetitive use of keyboard with repetitive motion of hands, wrists and fingers

The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and requirements. Schedule and task flexibility are required to accommodate changing business needs.

Job Type: Full-time

Pay: $22.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Administrative Assistant: 1 year (Preferred)

Work Location: In person