Administrative Assistant -PRN

Baldwin Health; Foley (AL); On-site; USD 32,000 - 46,000; Full time

Job summary

Baldwin Health is seeking an Administrative Assistant I to provide clerical and administrative support to Division Directors and leaders within the facility. You will prepare correspondence, schedule meetings, maintain records, and take minutes to ensure smooth office operations.

This role emphasizes strong organizational and communication skills, handling confidential information, and coordinating travel and documentation. An associate degree is preferred with 0–2 years of clerical experience.

Qualifications

• Associate Degree or coursework in Business Administration or a related field preferred
• 0-2 years of clerical or administrative experience required

Responsibilities

• Prepares and proofs correspondence, reports, forms, schedules, and other documents, ensuring accuracy and confidentiality.
• Maintains business calendars, schedules meetings and conferences, and prepares agendas for meetings.
• Attends meetings, takes minutes, and distributes them to relevant participants, ensuring timely follow-up on action items.
• Coordinates meeting arrangements, travel schedules, and reimbursement documentation for leaders.
• Establishes and maintains organized record-keeping systems for hard copy and electronic files.
• Serves as the first point of contact for visitors and phone inquiries, addressing needs professionally.
• Provides oversight of clerical activities, including reviewing documents prepared by others for accuracy.

Skills

Microsoft Office Suite

Organizational skills

Time management

Verbal & written communication

Interpersonal skills

Discretion with confidential info

Education

Associate degree in Business Administration or related field

Job description

Job Summary

The Administrative Assistant I provides clerical and administrative support to Division Directors and other leaders within the facility. This role performs a variety of tasks, including preparing correspondence, scheduling meetings, maintaining records, and taking minutes, while ensuring the smooth operation of the office.

Essential Functions

• Prepares and proofs correspondence, reports, forms, schedules, and other documents, ensuring accuracy and confidentiality.
• Assists Division Directors in planning, organizing, and implementing administrative activities, including developing complex reports.
• Maintains business calendars, schedules meetings and conferences, and prepares agendas for meetings conducted by Division Directors.
• Establishes and maintains organized record-keeping systems for hard copy and electronic files, including policies, procedures, and reports.
• Serves as the first point of contact for visitors and phone inquiries, addressing needs or referring to appropriate associates with professionalism.
• Attends meetings, takes minutes, and distributes them to relevant participants, ensuring timely follow-up on action items.
• Coordinates meeting arrangements, travel schedules, and reimbursement documentation for Division Directors and other leaders as assigned.
• Assists in drafting and distributing nursing department and safety manual policies and procedures as directed.
• Monitors and operates office equipment, such as computers, printers, and transcription devices, ensuring functionality and proper maintenance.
• Provides oversight of clerical activities, including reviewing correspondence and documents prepared by others for accuracy and adherence to procedures.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Qualifications

• Associate Degree or coursework in Business Administration or a related field preferred
• 0-2 years of clerical or administrative experience required

Knowledge, Skills and Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
• Strong organizational and time management skills with attention to detail.
• Excellent verbal and written communication skills, including grammar and proofreading.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Professional demeanor with strong interpersonal skills to interact with staff, executives, and external stakeholders.
• Ability to handle sensitive and confidential information with discretion.