Executive Assistant

Ihspts; Harleysville (PA); On-site; USD 40,000 - 50,000; Full time

Job summary

A private occupational medicine practice is seeking an Administrative Assistant to support the Executive Leadership Team. The role involves drafting correspondence, scheduling appointments, and maintaining files. Candidates should possess strong administrative skills, knowledge of office procedures, and effective communication abilities. This position requires active listening, critical thinking, and proficiency in Microsoft Office. Join a dedicated team focused on making a difference in patient care and outcomes.

Qualifications

• Understanding implications of new information for problem-solving.
• Effective communication with others through speaking and writing.
• Ability to assess performance and take corrective action.

Responsibilities

• Answer telephones and provide information to callers.
• Greet visitors and handle inquiries appropriately.
• Maintain scheduling and event calendars.
• Produce various office documents and reports.
• Train staff on computer usage and office technologies.

Skills

Active Learning

Active Listening

Critical Thinking

Mathematics

Monitoring

Reading Comprehension

Speaking

Writing

Education

Knowledge of administrative procedures

Knowledge of customer service principles

Knowledge of business management principles

Tools

Microsoft Office (Word, Excel, PowerPoint)

Job description

Perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. Supporting the Executive Leadership Team.

About Industry Health Solutions

We are a private occupational medicine practice focused on making a difference in the lives of our customers and their employees. For over 20 years, Industry Health Solutions’ staff have had a dramatic impact on patient outcomes. We attribute this to our technical competency, clinical excellence, attention to detail, compassion for people, quality staff, and determination to be the best. We are focused on solving healthcare problems for our clients through proactive problem solving, impeccable care, effective communication, timely reporting, and cost-saving case management.

Required Qualifications/ Skills

Knowledge

Administrative – Knowledge of administrative and office procedures and systems such as Microsoft Word, Excel, PowerPoint, managing files and records, designing forms, and workplace terminology.

Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Administration and Management – Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, production methods, and coordination of people and resources.

Basic Skills

• Active Learning- Understanding the implications of new information for both current and future problem-solving and decision-making.
• Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, and asking questions as appropriate.
• Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Learning Strategies- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Mathematics- Using mathematics to solve problems.
• Monitoring- Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Reading Comprehension- Understanding written sentences and paragraphs in work-related documents.
• Speaking- Talking to others to convey information effectively.
• Writing- Communicating effectively in writing as appropriate for the needs of the audience.

Responsibilities

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Complete forms in accordance with company procedures.
• Make copies of correspondence or other printed material.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Learn to operate new office technologies as they are developed and implemented.
• Maintain scheduling and event calendars.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Order and dispense supplies.
• Conduct searches to find needed information, using such sources as the Internet.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Use computers for various applications, such as database management.
• Create, maintain, and enter information into databases.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Train and assist staff with computer usage.
• Prepare conference or event materials, such as flyers or invitations.