Senior Administrative Assistant

Senior Administrative Assistant

The Senior Administrative Assistant provides high-level administrative support to Directors and Senior Managers within the leadership team at Premier Community HealthCare (PCHG). Will perform daily administrative functions to ensure the day-to-day office operations run smoothly in a fast-paced environment and support organizational priorities. This position will directly support the senior leadership team within the organization and provide backup support for the executive leadership.

Essential Duties and Responsibilities:

• Assist Directors and Senior Managers with their daily organizational tasks, coordinate meetings, which may include site managers, and other care team members, and/or external clients.
• Attend Director meetings as assigned, prepare agendas, minutes, coordinate meetings and set up.
• Perform travel arrangements and reservations for senior managers.
• Support the development and distribution of communication plans, materials, and data to include preparing spreadsheets, presentations, and statistical reports.
• Welcomes visitors, scheduling appointments, organizing calendars, and managing phones and emails.
• Review and organize regular correspondence, such as invitations, cards, and informative materials.
• Lead the planning and execution of internal events such as leadership meetings and organizational celebrations.
• Coordinate logistics of site and organizational-wide events and meetings, including venue selection, and vendor management, agenda development, and post-event/meeting follow-up
• Assist with planning, tracking, and reporting on key projects led by senior leaders
• Monitor project timelines and deliverables by utilizing a project management software for leaders or Executive Assistant as requested
• Maintain organized filing systems, databases, and documentation for strategic initiatives and operational needs
• Serve as backup for Executive Assistant, as needed
• Capacity to work in a fast-paced environment managing priorities and workflow to ensure superior results are delivered
• Maintain confidentiality while managing sensitive information
• Provide service excellence at all times
• Ensure confidentiality and HIPAA compliance at all times
• Keep other care team members informed when situations occur that disrupts timely patient flow through site
• Contribute to community give back initiatives and be an advocate for Premier's mission
• Adhere to patient care needs and the core values of Premier Community HealthCare to provide best-in-class patient experience
• Work towards attaining department goals and drive Quality Improvement / Quality Assurance (QI/QA)
• Other duties as assigned

Supervisory responsibilities: None

Knowledge, Skills and Abilities:

• Solid understanding of office management and daily operations to effectively support the senior leadership team
• Excellent knowledge of office equipment like printers and fax machines
• Initiative and ability to work independently to include managing time and following through
• Strong organizational and time management skills with emphasis on attention to details
• Ability to build and maintain strong working relationships with all levels of leadership and external partners to support the goals of the organization
• Maintains a professional relationship and positive attitude with co-workers, the public, patients and the entire organization
• Displays enthusiasm toward the work, mission and vision of the organization
• Exceptional customer service skills
• Ability to communicate effectively, verbally and in writing with multiple levels within the organization
• Excellent grammar and spelling skills in order to draft, proofread, and format executive level correspondence, presentations, and reports
• Advanced proficiency with the entire Microsoft Office Suite
• Exhibits honesty and ethical conduct, maintaining confidentiality and upholding Premier Community HealthCare's values in all interactions

Qualifications:

• Associate's Degree in a relevant field (such as Business Administration, Healthcare, or Communications) or an equivalent combination of education and experience as deemed relevant by Human Resources
• Five (5) years of progressive administrative support experience, including two years supporting mid-level managers or departmental leaders.
• Obtain and maintain annual compliance throughout employment

Working conditions and physical requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to lift 20 lbs. regularly and 30 lbs.-50 lbs. occasionally.
2. Ability to sit for long periods of time.
3. Ability to perform repetitive tasks
4. Direct exposure to computer screen.
5. Ability to travel periodically to all Premier sites and locations for meetings with leadership, coordinating meeting space, and as needed.
6. May be exposed to contagious/infectious diseases.