Location: Valhalla,NY, USA
Job Summary:
An Administrative Assistant works to ensure that the daily operations of the clinic, doctor's office, or hospital in which they serve function as smoothly as possible. They must engage in a wide variety of administrative support functions to one or more departments or managers.
Responsibilities:
* Acts on behalf of and conserves an executive's time by attending meetings, reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
* Promptly and efficiently manages incoming phone calls by screening and/or directing incoming calls to the appropriate party.
* Receives, greets, and directs patients and guests, in person or via telephone.
* Manages multiple calendars; coordinates and schedules meetings and conference calls within the department, interdepartmentally, and/or with external parties.
* Prepares, edits, and keeps detailed logs of correspondence, reports, contracts, presentations.
* Makes travel, meeting, and special event arrangements; creates and organizes travel itineraries.
* Anticipates and prepares materials needed by the team for meetings, correspondence, appointments, etc. that may include privileged and confidential information.
* Processes expense reports and supporting documentation.
* Maintains inventory of office supplies by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
* Maintains a professional appearance and a clean, safe environment.
* Respects patients by recognizing their rights; maintaining confidentiality.
* Utilizes technology, including specialized software as applicable, to maximize productivity.
* Performs word processing; creates Excel spreadsheets and PowerPoint presentations; prepares reports.
* Develops and maintains electronic files as necessary.
* Prioritizes and manages multiple projects simultaneously; solicits, researches, and compiles supporting materials for projects; follows through on issues in a timely manner.
* Exhibits excellent interpersonal skills; provides customer service; assists other support staff as necessary; collaborates with all levels of internal leadership, management, and staff as well as outside clients, vendors, and other external parties.
* Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
* Other duties as assigned.
Qualifications/Requirements:
Experience:
Previous administrative, clerical, or secretarial experience, preferred.
Education:
High school diploma or equivalent, required.
Licenses / Certifications:
Other:
Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point).