Job Description

The Senior Administrative Assistant will be responsible for a wide range of administrative and project-related tasks, ensuring the efficient and effective operation of the Administration Department and providing comprehensive support to the Vice Presidents. This position demands a high level of professionalism, discretion, and the ability to anticipate the needs of leadership.

Responsibilities:

Calendar & Staffing Management

· Manage executive calendars.

· Organize and facilitate in-person and virtual meetings, including scheduling, logistics, note-taking, preparing presentations, agendas and materials for meetings.

· Track and manage employee timekeeping records and assist with payroll processing and time off requests.

Presentation Design & Development:

· Create visually appealing and professional presentations using software such as PowerPoint, Canva, or other design tools using branding guidelines.

· Research and incorporate data, charts, and graphics effectively into presentations.

Excel Spreadsheet Management & Analysis:

· Create, maintain, and analyze complex spreadsheets in Microsoft Excel.

· Utilize advanced Excel functions (e.g., formulas, pivot tables, charts, data validation) to track data, generate reports, and support decision-making.

· Ensure data accuracy and integrity within spreadsheets.

· Develop and maintain data tracking systems and dashboards.

Office Organization & Management:

· Maintain organized and efficient office systems, including electronic and physical files.

· Manage office supplies and equipment, ensuring adequate stock and functionality.

· Handle incoming and outgoing correspondence (mail, email, phone calls) with professionalism and efficiency.

Strategic Administrative Support:

· Assist leadership with the planning and execution of departmental projects and initiatives.

· Prepare reports, memos, and other documents.

· Coordinate travel arrangements and process expense reports.

Communication & Interpersonal Skills:

· Communicate effectively and professionally with internal and external stakeholders.

· Maintain a high level of confidentiality, discretion and decorum.

· Provide excellent customer service and support to patients, staff and visitors.

· Act as a point of contact for the Administration Department.

Required:

· Associate’s Degree (Bachelor’s Degree preferred)

· Minimum of 3-5 years of experience as an Administrative Assistant, preferably within a healthcare setting.

· Proficiency in presentation design software (e.g., PowerPoint, Canva). Work samples may be requested.

· Advanced proficiency in Microsoft Word and Excel, including experience with complex formulas, pivot tables, and data analysis.

· Exceptional organizational and time management skills with a strong attention to detail.

· Strong problem-solving and critical thinking skills.

· Excellent written and verbal communication skills.

· Professional demeanor and strong interpersonal skills.

Preferred:

· Microsoft Certification

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