Administrative Assistant

Duties/Responsibilities:

  • Reviewing, analyzing, and developing administrative systems in order to improve the effectiveness and efficiency of workflow.
  • Developing and maintaining extensive filing system for correspondence, business matters, contracts, and related data; this includes physical and electronic files.
  • Organization of daily correspondence; management of information flow in and out of the office; compiling and filing reports; follow-up as needed.
  • Maintaining the confidentiality of and keep current CEO’s and CFO’s office records and files.
  • Developing and maintain project tracking systems.
  • Scheduling meetings and taking, compiling, and sharing meeting notes and follow up on action items.
  • Assisting CFO with duties related to the month-end close, year-end close and outside agency audit tasks.
  • Assist CFO with the coordination of all audit activity.  Including preparation of work papers and reconciliations as requested by external auditors.
  • Answers and transfers phone calls, screening when necessary.
  • Schedule appointments and maintain calendars.
  • Prepare communications, such as memos, emails, invoices, reports, and other correspondence.
  • Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
  • Undertakes special assignments or projects on a wide variety of responsibilities as assigned.
  • Performs other related duties as assigned.

 

Required Skills/Abilities:

  • Post high school education preferred and/or related job experience.
  • Ability to efficiently and effectively multitask, prioritize incoming requests appropriately, and manage conflicting priorities for self and other while remaining adaptable to multiple demands.
  • Must be able to communicate effectively and to interface with all levels of hospital personnel and a variety of personalities in a professional manner.
  • Advanced computer skills including the use of word processing, spreadsheets, and email programs.
  • Must be proficient, detailed-oriented, and accurate.
  • Have excellent interpersonal, verbal, and written communication skills.

 

Physical Requirements:

  • Must be able to sit for long periods of time while working at a computer.
  • Must be able to handle high level of stress in a useful, constructive manner.
  • Must be able to lift/carry up to 25 pounds.
  • Must be able to perform the essential functions of the job with or without accommodation.

 

Work Schedule:

  • 40 hours per week, Monday through Friday, nights and weekends if needed.
  • Benefits include medical, dental, vision, health savings account, life insurance, and 457(b) match.