Administrative Assistant II - VMG

Virtua Health; Marlton (NJ); On-site; USD 33,000 - 51,000; Full time

Benefits offered by this job

Medical insurance

Paid time off

Vision and dental insurance

Retirement plan

Job summary

Virtua Health in Marlton, NJ seeks an Administrative Assistant II to support a team of senior leaders. This role requires multitasking across executive support, budgeting, and project coordination to ensure smooth operations.

You will prepare reports, schedule meetings, and handle confidential information with discretion. Ideal candidates have 3–5 years of executive secretarial experience, strong MS Office skills, and excellent communication.

Qualifications

• 3 - 5 years executive secretarial or administrative support experience.
• Computer user proficiency (Excel-Word-Power Point Outlook Internet).
• Excellent Communication skills (verbal-written-listening) with all levels.
• Advanced organizational skills and ability to adapt to changing priorities.
• Knowledge of organization policies or ability to learn quickly.

Responsibilities

• Responsible for smooth operation of the office; troubleshoot problems and support special projects.
• Screen calls/visitors and route to appropriate party; respond to routine inquiries.
• Schedule appointments, maintain calendars, take dictation, and prepare minutes.
• Assist in budgeting, business planning, and related functions.
• Prepare expense reports, monitor invoices, and assist in payroll processing.
• Maintain records, handle confidential information, and train junior staff.

Skills

Executive support

Multitasking

Communication skills

Organizational skills

Policy knowledge

Education

HS diploma + exp

Business/Secretarial school + exp

Tools

Excel

Word

PowerPoint

Outlook

Job description

The Administrative Assistant II will provide administrative support to a team of senior leaders. Prior experience supporting multiple executives simultaneously is highly preferred.

Summary

• Provides general and advanced, administrative, secretarial, and office support.
• Ensures efficient office operation.
• Researches a variety of information requests and responds accordingly.
• Prepares reports and presentations.
• Assists in the formulation of the department budget, business, plan, and related planning functions.
• Has regular contact with internal / external customers, suppliers, or employees.
• Prepares and monitors invoices and office expense reports.
• Has working knowledge of organization policies and department practices.
• Leads work of other clerical or administrative support personnel on a project basis or as otherwise directed.
• May assist in preparation and processing of dept. payroll.

Position Responsibilities

• Responsible for smooth operation of the office. Troubleshoot problems and resolve issues involving office workflow. Coordinate department events and administratively support special projects.
• Screen phone calls and visitors, routing them to the appropriate party. Has regular contact with internal / external customers, suppliers, or employees. Address and resolve routine inquiries.
• Schedule appointments, meetings, conferences, and maintain calendar(s). May take dictation. Prepare meeting minutes and memos. Compose routine and advanced correspondence. Make travel arrangements and maintain itineraries as requested.
• Assist in the formulation of the department budget, business plan, or related planning functions.
• Prepare office expense reports and monitor invoices. Select and interpret data to produce specialized reports. Prepare data for presentations and special projects. Process time sensitive material. May assist in preparation and processing of department payroll.
• Maintain department records and files. Relay confidential information and often work with information of a sensitive nature. Process and/or maintain confidential or sensitive information.
• Lead work of other clerical or administrative support personnel on a project basis, as assigned, or as necessary to ensure smooth office work flow. Assist in training clerical or administrative personnel. Fill in for other administrative support personnel on an as‑needed basis.
• Adapt developed procedures as assignments change; develop and adapt new office procedures as required by organizational changes or to ensure smooth office operation.

Position Qualifications Required / Experience Required

• 3 - 5 years (see Required Education) executive secretarial or administrative support experience.
• Computer user proficiency (Excel-Word-Power Point Outlook Internet).
• Excellent Communication skills (verbal-written-listening) in order to interact with employees at all levels and external clientele.
• Advanced organizational skills ability to work pro-actively with changing priorities.
• Working knowledge of organization policies and procedures or ability to quickly learn and operate within those parameters.

Required Education

• High School diploma and 5 years executive secretarial or administrative support experience.
• -OR-
• Business or Secretarial School and 3 yrs. secretarial or administrative support experience.

Salary: $24.51 - $36.89 Hourly

Benefits: Virtua offers a comprehensive package of benefits for full-time and part-time colleagues, including, but not limited to: medical/prescription, dental and vision insurance; health and dependent care flexible spending accounts; 403(b) (401(k) subject to collective bargaining agreement); paid time off, paid sick leave as provided under state and local paid sick leave laws, short-term disability and optional long-term disability, colleague and dependent life insurance and supplemental life and AD&D insurance; tuition assistance, and an employee assistance program that includes free counseling sessions. Eligibility for benefits is governed by the applicable plan documents and policies.