Administrative Assistant

AP Professionals
Published
August 6, 2018
Location
Rochester
Category
Job Type

Description

Not for profit- healthcare industry. Henrietta location, Temp to hire , $35-45k depending on experience

Position Summary

Administrative support to ensure timely and professional coordination of executive-level administrative needs with a heavy focus on calendaring and meeting support.

Responsibilities

  • Maintain and organize calendars in an environment with conflicting demands and high professional standards; schedule appointments and meetings using MS Outlook and other applications as appropriate
  • Coordination and oversight of internal and external meetings - scheduling; arranging refreshments; correspondence prior to and as follow-up to meetings; meeting set-up for remote attendees using Go-To meeting and other applications; taking minutes during meetings; clean-up following meetings; formatting and distribution of meeting minutes
  • Arrange travel, lodging, prepare expense reports, reconcile credit card statements ensuring accuracy
  • Provide administrative support by anticipating needs, producing timely results and consistent follow-up through proficient use of MS Office and other relevant applications
  • Prepare professional written correspondence (with speed and accuracy) for both routine and confidential communication
  • Draft, create, assemble and edit documents (MS Word) and presentations (MS PowerPoint)
  • Organize and maintain files including contracts, policies, procedures, and corporate documents
  • Support compliance audits and quality improvement plans to meet performance standards

Required Qualifications

  • A or A.S. degree or equivalent experience
  • 2 years’ administrative support experience; preferably in a non-profit or healthcare sector
  • Advanced MS Office skills
  • Outstanding customer/partner focused skills:  sense of urgency, build rapport

Competencies

  • Ability to interact with external partners and staff (at all levels) in a fast paced environment, sometimes under pressure, remaining positive, flexible, proactive, resourceful and efficient, with a high level of professionalism
  • Initiative and the ability to effectively participate in an environment in which collaboration is highly valued and reporting relationships are not direct; possess a flexible, “can-do” attitude
  • Excellent critical thinking ability and strong decision making ability; using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
  • Highly organized and strong attention to detail with the ability to effectively manage own time and the time of others
  • Excellent communication skills (written and verbal)
  • Team player but can also work on own initiatives independently
  • Exercise discretion and judgment regarding highly confidential internal and external communications and within generally defined practices and policies
  • A high level of integrity and demonstrated level of trust to warrant access to agency credit cards, keys and cash
  • Flexibility and positive attitude to accept duties as assigned to support changing activities
  • Ability to approach daily work and challenging situations with humor and composure
Apply
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