Administrative Assistant

Talent Groups; New York (NY); Vor Ort; USD 38.000 - 54.000; Vollzeit

Zusammenfassung

Talent Groups is seeking an Administrative Assistant to provide a wide range of administrative support to a department leader and colleagues. The role includes scheduling, travel arrangements, document preparation, and managing confidential files.

Candidates should have strong written and verbal communication, excellent organizational skills, and the ability to multitask while maintaining accuracy under pressure. High School Diploma or GED required; 2-4 years preferred.

Qualifikationen

• Requires a High School Diploma or GED.
• Two to four years of experience preferred.
• Intermediate Microsoft Office and related office applications.
• Strong written and verbal communication.
• Excellent organizational and interpersonal skills.
• Ability to multitask and maintain accuracy under pressure.

Aufgaben

• Performs administrative activities to maintain the smooth operation of the office.
• Resolves routine and complex inquiries and fulfills requests using knowledge of department policies and procedures.
• Screens inquiries and provides assistance to visitors.
• Establishes and maintains confidential files, logs and records.
• Identifies appropriate vehicles for providing access to department information.
• Ensures content is up to date.
• Prepares and distributes agendas, minutes, announcements, manuals and related materials for departmental activities.
• Schedules meetings and conferences; manages calendars for department leader and staff.

Kenntnisse

Written communication

Verbal communication

Interpersonal skills

Organizational skills

Multitasking

Attention to detail

Time management

Ausbildung

High School Diploma/GED

Tools

Microsoft Office

Jobbeschreibung

Under general supervision, the Administrative Assistant provides a wide range of administrative support to a department leader, clinical leader, and/or group of professionals. Major responsibilities include but are not limited to ordering office supplies and equipment, handling expenses and paperwork, document preparation, scheduling, assisting with visitors, and participating in departmental projects. In addition, the Administrative Assistant is responsible for resolving basic problems and questions that relate to the department or division and identifying a course of action for the complex ones. The Administrative Assistant is responsible for ensuring that all administrative tasks are completed in a manner that ensures the efficient operation of the department.

Job Responsibilities

• Performs administrative activities to maintain the smooth operation of the office.
• Resolves both routine and complex inquiries and fulfills requests using in-depth knowledge of department and organization policies and procedures.
• Screens telephone calls and provides assistance to visitors.
• Establishes and maintains confidential files, logs and records.
• Identifies appropriate vehicles for providing access to department information.
• Ensure content is up to date.
• Opens, reads and prioritize mail for department leader and departmental staff.
• Independently drafts emails or correspondence to routine written or oral inquiries.
• Completes and submits travel authorizations, travel expense vouchers, check requests, and purchase requisitions; attaches all needed receipts and invoices for submission; follows up for timely processing; verifies calculations; notifies staff of discrepancies.
• Ensures accuracy of information, makes adjustments as needed, and completes within established timeframes.
• For clinical areas, they may provide administrative assistance for professional recruitment.
• For clinical areas, may provide cross-coverage for other Assistant(s), including answering and triaging patient-related calls and scheduling appointments.
• For clinical areas, you may prepare, maintain and distribute on-call schedules for Service, Division and/or Department Coordination & Scheduling.
• Schedules of appointments, meetings, and conferences as requested.
• Manage complex calendars of department leader and department staff, using independent judgment based on knowledge of priorities and resources.
• Arranges for appropriate meeting space and set up given meeting/seminar requirements (e.g., food ordering, technology devices, etc).
• Uses knowledge of accommodation and structure of rooms to provide viable set up or propose alternatives; discusses audiovisual equipment needed with requester and Conference Planning and orders as necessary.
• Prepares/produces documents including memos, reports, presentations, and manuals as requested.
• Proofreads all documents; ensures proper use of terminology, spelling, grammar, and consistency of information.
• May make recommendations on content.
• Prepares and distributes agendas, minutes, announcements, manuals and related materials for various departmental activities.
• Develops format for presentations and organization charts using appropriate office software
• Required Skills & Experience:Client will allow any amount of experience. If there is none, this should be escalated.
• Intermediate Microsoft Office Software and any relevant office applications used in department.
• Demonstrated written communication skills.
• Strong verbal communication and listening skills.
• Effective interpersonal skills.
• Ability to simultaneously handle multiple priorities.
• Demonstrates a high level of accuracy, even under pressure.
• Excellent organizational skills.
• Highly thorough and dependable.
• Preferred Skills & Experience:Two to four (2-4) years of experience.
• Required Education:High School Diploma/GED Required.