Administrative Assistant I

Cook Medical; Bloomington (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

Cook Medical in Bloomington, IN is seeking an Administrative Assistant 1 to provide high-level administrative support for assigned leadership and back-up for staff. You will handle calendars, travel, minutes, reports, and correspondence.

The role requires 3–5 years of office experience, strong MS Office skills, and the ability to manage confidential information while complying with regulatory requirements. Training is provided and AI tools like Claude or ChatGPT may be used as needed.

Qualifications

• Requires 3–5 years of office experience.
• Strong MS Office and data reporting skills.
• Ability to handle confidential information.
• Willingness to learn AI tools and adapt to evolving processes.

Responsibilities

• Answer phones/screen calls and manage calendars.
• Make travel arrangements for team.
• Arrange teleconferences and webcasts.
• Prepare reports and business documents.
• Maintain records and files.
• Process expense reporting for the team.
• Attend meetings to record minutes when requested.

Skills

Office suite

Data analysis

Travel planning

Education

High school diploma or equivalent

Associate's Degree in Business Administration

Tools

Excel

PowerPoint

Word

Outlook

AI tools Claude/ChatGPT

Job description

The Administrative Assistant 1 provides high-level administrative support for assigned Leadership as well as back-up support for current administrative staff.

Responsibilities

• Answer phones/screen calls & manage/maintain management calendars.
• Make travel arrangements for team.
• Arrange teleconference calls and webcasts.
• Compile numerical or statistical data.
• Schedule meetings or appointments/conference rooms.
• Write business correspondence.
• Maintain records, reports or files.
• Manage expense reporting for team.
• Attend meetings in order to record minutes when requested.
• Prepare reports, memos, letters and other documents, using word processing, spreadsheets, database, and/or presentation software.
• Compile, transcribe, and distribute minutes of meetings.
• Prepare agenda for visitors and coordinate travel.
• Ability to maintain confidential information.
• Prepare responses to correspondence containing routine inquiries.
• File and retrieve corporate documents, records and reports.
• Prepare agendas.
• Open, sort,distribute incoming correspondence, including faxes & email.
• Ability to maintain confidential information.
• Back-up for front desk coverage at P48 and other facilities as requested.
• Back-up for the switchboard as requested.
• Willingness to utilize AI tools such as Claude and ChatGPT
• Must maintain all training requirements for the position, while seeking out opportunities for continuous development and growth.
• Adhere to the Quality Management System and its processes to meet FDA 21 CFR 820, ISO 13485, and other applicable regulatory requirements.

Qualifications

• High school diploma or equivalent required.
• Previous office experience (3 - 5 years) and/or Associate's Degree in Business Administration or related field preferred.
• Extensive working knowledge of Microsoft Windows Office and Outlook (ie Excel, PowerPoint and Word).
• Experience producing spreadsheets and other computer-generated data analysis reports.
• Proven ability to quickly learn new technical subject matter that may be unrelated to area of formal training.
• Experience performing multiple projects simultaneously with minimal direction/supervision.