Administrative Assistant II

Advocate Health; South Milwaukee (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

Advocate Health is seeking an Administrative Assistant II to support busy leadership onsite. The role focuses on complex, confidential administrative tasks, calendar planning, and document preparation to ensure smooth leadership operations.

The ideal candidate has 5 years of experience providing dedicated administrative support, strong time management, and proficiency with Microsoft Office. This onsite position emphasizes discretion, organization, and effective communication with executives and

Qualifications

• Demonstrated ability to manage time and priorities.
• Maintains a high level of confidentiality in handling information.
• Prioritizes workflow and makes decisions to improve efficiency, accuracy, and productivity.
• Takes initiative to develop correspondence and independently solve office issues.
• Communicates effectively with diverse individuals and leadership, in writing and verbally.
• Proficient in Microsoft Office (Excel, PowerPoint, Word) or similar.
• Able to create and compile simple to complex documents, reports, graphs, and presentations.
• Manages data systematically and accurately.
• Demonstrates strong organizational ability and attention to detail.

Responsibilities

• Schedules, maintains, and prioritizes a calendar of appointments, meetings, and travel.
• Answers calls, greets visitors, and provides information; resolves operational inquiries.
• Performs word processing, drafts memos and documents, formats for consistency.
• Creates and distributes reports and graphics to support needs.
• Presents administrative materials and reports to groups when needed.
• Maintains filing systems and confidential records.
• Opens and prioritizes mail and documents; handles routine correspondence.
• Conducts independent research to support administrative needs.
• Coordinates special projects and orders office supplies as needed.
• Supports and assists other clerical staff as a resource.

Skills

Time management

Confidentiality

Workflow prioritization

Initiative & problem solving

Communication (written & verbal)

Microsoft Office

Documentation & reporting

Data management

Organization & attention to detail

Education

High School Graduate

Tools

Microsoft Office

Job description

ONSITE opportunity for someone skilled at juggling multiple calendars for busy leadership; with great at time management, organization, prioritization. This Administrative Assistant II role typically requires 5 years of experience providing administrative support to leadership.

Job Summary

The role provides, initiates, and prioritizes a variety of complex confidential administrative support, which includes but is not limited to reception, schedule planning and coordination, word processing, document distribution and development, file maintenance, and research/presentation of office related materials. Relieves the department leadership and other staff of administrative details using judgment and discretion to solve a variety of complex office related situations and conflicts and plans/expedites workflow in the office.

Knowledge, Skills & Abilities Required

• Ability to effectively manage time and priorities.

• Demonstrated ability to maintain a high degree of confidentiality.

• Ability to prioritize office workflow and make effective administrative decisions to increase efficiency, accuracy, and productivity.

• Ability to take initiative to develop correspondence as appropriate, and independently problem solve on office related issues.

• Demonstrated ability to tactfully and effectively communicate (written and verbal) with a variety of individuals and highly visible customers/leadership.

• Computer Skills: Must be proficient in the use of the Microsoft Office (Excel, PowerPoint and Word) or similar products.

• Demonstrated ability to create and compile simple to complex documents, reports, graphs/charts, and presentations.

• Ability to manage data systematically.

• Demonstrates organizational ability, and attention to detail and accuracy.

Major Responsibilities

• Schedules, maintains, and prioritize a calendar of appointments, meetings, and travel. Plans and organizes the administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.

• Answers, screens, and initiates telephone calls and greets visitors providing procedural information and answering inquires related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.

• Performs a variety of moderately complex word processing such as creating/drafting correspondence, memos, and documents from rough draft, under verbal instruction, or independently. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics, reports, or statistical data.

• Creates reports under general instruction and displays data to support needs, generates existing reports, and distributes reports as needed.

• May present administrative materials, reports, and information to a group of individuals.

• Establishes and maintains filing systems for records, files, and documentation. Maintains confidential materials and records.

• Opens, reads, and prioritizes mail, and department documents initiating return correspondence as appropriate.

• Performs independent research and compiles, analyzes, and summarizes information from a variety of sources to support administrative needs.

• Coordinates the administrative details of special projects and assignments by compiling, analyzing, and preparing data/documents. Operates and maintains office equipment (fax, printer, photocopier) and may order office supplies.

• May act as a resource to other clerical staff such as answering questions on processes/procedures and providing training.

Education Required

High School Graduate.

Experience Required

Typically requires 5 years of experience in providing administrative support.

Physical Requirements and Working Conditions

• Must operate all equipment necessary to perform the duties of the job.
• Must be able to sit, stand, and walk for prolonged periods of time in order to complete required word processing, filing, photocopying, distribution of materials and other related functions. Exposed to a normal office environment.
• Must be able to continuously use a keyboard.
• Occasionally lifts items weighing up to 20 lbs.
• Must have functional speech, vision, and hearing.
• Must be able to concentrate on minute detail with frequent interruptions.
• Must be capable of typing, writing, and data entry for prolonged periods of time.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.