Administrative Assistant

Spectrum Health; Grand Rapids (MI); On-site; USD 42,000 - 56,000; Full time

Job summary

Spectrum Health is seeking an Administrative Assistant to provide executive-level support to director-level leadership. The role emphasizes organization, calendar management, and the preparation of reports in a dynamic, on-site environment in Grand Rapids.

Proficiency with Word, Excel, Outlook, and SharePoint enhances efficiency and communication within the team. The ideal candidate will demonstrate proactive problem solving, strong typing, and the ability to multi-task while meeting deadlines

Qualifications

• Associate's degree or equivalent business/office administration
• 3 years of relevant experience
• Secretarial or administrative support experience

Responsibilities

• Manage calendars for directors and arrange travel
• Prepare reports and correspondence
• Organize meetings and take minutes
• Maintain accurate records
• Process invoices and manage SharePoint pages
• Answer phone and greet visitors
• Protect confidentiality of sensitive information
• Prepare data for analysis

Skills

Organizational skills

Attention to detail

Multitasking

Proactive problem solving

Time management

Education

Associate's Degree or equivalent

Bachelor's Degree preferred

Tools

Microsoft Word

Excel

Outlook

SharePoint

Invoice processing

Job description

Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to provide executive-level support to director-level leadership. This position plays a key role in ensuring the smooth and efficient operation of administrative functions within the organization. The ideal candidate will be proficient in using standard office technology and software, including Microsoft Word, Excel, Outlook, and other productivity tools. Strong typing and keyboarding skills are essential. This role requires excellent multitasking abilities, a proactive approach to problem-solving, and the ability to meet deadlines in a fast-paced environment. The Administrative Assistant will be responsible for managing calendars, preparing reports and correspondence, organizing meetings, and maintaining accurate records. The position is on-site at least three days per week, requiring a dependable and professional presence in the office to handle multiple priorities, and build trust and credibility with leadership team.

Essential Functions

Utilizes the appropriate technology and software application to maximize efficiency and effectiveness of department workload including timekeeping editing, managing SharePoint pages, and processing invoices

Greets and communicates in a manner consistent with the organization’s core values, and follows established policies for confidentiality.

Answers telephone, takes messages, welcomes visitors and provides/relays information in a manner consistent with hospitality standards.

Uses problem solving and marketing skills to communicate in a position of high visibility

Independently composes original correspondence, prepares and disseminates meeting agendas, minutes and supplementary materials as needed, and updating websites with minutes, meeting information, board members, etc

Performs/coordinates office duties such as sorting/distributing mail, copying, filing, faxing, completing forms, and ordering/maintaining equipment/supplies

Schedules meetings, appointments, and manages calendars for directors.

Uses independent judgments regarding priorities/rescheduling and initiating communication and activities in order to ensure an efficient calendar of events.

Arranges for meetings and makes travel arrangements as needed

Collects, compiles and prepares data for analysis and develops systems that facilitate tracking of data.

Independently maintains accountability for completion of assigned projects

Ensures confidentiality of all sensitive information, data, and communications in order to protect privacy, maintain confidentiality and protect the organization.

Qualifications

Required: Associate's Degree or equivalent business, office administration, secretarial science, or related field 3 years of relevant experience Secretarial or administrative support

Preferred: Bachelor's Degree in related field

About Corewell Health

As a team member at Corewell Health, you will play an essential role in delivering personalized health care to our patients, members and our communities. We are committed to cultivating and investing in YOU. Our top-notch teams are comprised of collaborators, leaders and innovators that continue to build on one shared mission statement - to improve health, instill humanity and inspire hope. Join a nationally recognized health system with an ambitious vision of continued advancement and excellence.

How Corewell Health cares for you

• Comprehensive benefits package to meet your financial, health, and work/life balance goals.


• Learn more here.


• On-demand pay program powered by Payactiv


• Discounts directory with deals on the things that matter to you, like restaurants, phone plans, spas, and more!


• Optional identity theft protection


• Home and auto insurance


• Traditional and Roth retirement options with service contribution and match savings


• Eligibility for benefits is determined by employment type and status

Primary Location

SITE - Corewell Health Place - 100 Corewell Drive NW - Grand Rapids

Department

Supply Chain Shared Services - Corporate

Employment Type

Full time Shift Day (United States of America)

Weekly Scheduled Hours

40 Hours of Work 8:30 a.m. - 5 p.m. Days Worked Monday - Friday Weekend Frequency N/A

Compliance and Vaccination Requirements

We require a drug-free workplace and require team members to comply with the MMR, Varicella, Tdap, and Influenza vaccine requirement if in an on-site or hybrid workplace category.

Reasonable Accommodations

We are committed to supporting prospective team members who require reasonable accommodations to participate in the job application process, to perform the essential functions of a job, or to enjoy equal benefits and privileges of employment due to a disability, pregnancy, or sincerely held religious belief.

Equal Employment Opportunity

Corewell Health grants equal employment opportunity to all qualified persons without regard to race, color, national origin, sex, disability, age, religion, genetic information, marital status, height, weight, gender, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other legally protected category.

Culture and Inclusion

An interconnected, collaborative culture where all are encouraged to bring their whole selves to work, is vital to the health of our organization. As a health system, we advocate for equity as we care for our patients, our communities, and each other. From workshops that develop cultural intelligence, to our inclusion resource groups for people to find community and empowerment at work, we are dedicated to ongoing resources that advance our values of diversity, equity, and inclusion in all that we do. We invite those that share in our commitment to join our team.

Assistance to Complete Application Process

You may request assistance in completing the application process by calling 616.486.7447.

Corewell Health Overview

People are at the heart of everything we do, and the inspiration for our legacy of outstanding outcomes, innovation, strong community partnerships, philanthropy and transparency.

Corewell Health is a not-for-profit health system that provides health care and coverage with an exceptional team of 60,000+ dedicated people—including more than 11,500 physicians and advanced practice providers and more than 15,000 nurses providing care and services in 22 hospitals, 300+ outpatient locations and several post-acute facilities—and Priority Health, a provider-sponsored health plan serving more than 1.2 million members. Through experience and collaboration, we are reimagining a better, more equitable model of health and wellness.