Administrative Assistant I

Description
Job Summary

The Administrative Assistant I provides clerical and administrative support to Division Directors and other leaders within the facility. This role performs a variety of tasks including preparing correspondence scheduling meetings maintaining records and taking minutes while ensuring the smooth operation of the office.

Essential Functions

• Prepares and proofs correspondence reports forms schedules and other documents ensuring accuracy and confidentiality.
• Assists Division Directors in planning organizing and implementing administrative activities including developing complex reports.
• Maintains business calendars schedules meetings and conferences and prepares agendas for meetings conducted by Division Directors.
• Establishes and maintains organized record-keeping systems for hard copy and electronic files including policies procedures and reports.
• Serves as the first point of contact for visitors and phone inquiries addressing needs or referring to appropriate associates with professionalism.
• Attends meetings takes minutes and distributes them to relevant participants ensuring timely follow-up on action items.
• Coordinates meeting arrangements travel schedules and reimbursement documentation for Division Directors and other leaders as assigned.
• Assists in drafting and distributing nursing department and safety manual policies and procedures as directed.
• Monitors and operates office equipment such as computers printers and transcription devices ensuring functionality and proper maintenance.
• Provides oversight of clerical activities including reviewing correspondence and documents prepared by others for accuracy and adherence to procedures.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Qualifications

• Associate Degree or coursework in Business Administration or a related field preferred
• 0-2 years of clerical or administrative experience required

Knowledge Skills and Abilities

• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and office equipment.
• Strong organizational and time management skills with attention to detail.
• Excellent verbal and written communication skills including grammar and proofreading.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Professional demeanor with strong interpersonal skills to interact with staff executives and external stakeholders.
• Ability to handle sensitive and confidential information with discretion.

Required Experience:

Junior IC