Legal Secretary - Executive Assistant

Hours of Work

• Work Shift:
  
  8X5 Day (United States of America)

We need a high-performing, experienced, and passionate Executive Assistant I who provides general office and secretarial support services, including basic filing, reception, telephone handling, and word processing.

• High school diploma or equivalent
• 3 years’ experience in an office
• Intermediate to advanced proficiency in computer skills using Microsoft Office
• 60+ words per minute typing speed

• Communicate clearly and openly
• Build relationships to promote a collaborative environment
• Take accountability for your performance
• Always look for ways to improve the patient experience
• Take initiative for your professional growth
• Assist with payroll system for assigned staff, including input, review of all data, and processing of PTO requests
• Create and maintain spreadsheets, updating routine monthly data elements, and generate accurate reports for management, including utilization of graphs or merged documents when requested
• Establish and maintain filing systems
• Independently create PowerPoint slides, charts, and graphs for presentations based on handwritten or typed notes
• Independently maintain and order office supplies and forms within budget
• Manage multiple, complex calendars as assigned, maintaining and scheduling appointments, coordinating conference rooms, catering needs, and other staff members, community members, and physicians. Prepare and disseminate pre-meeting packets and agendas as needed
• Perform accurate and efficient data entry for selected databases
• Prepare, pick up, screen, sort, and distribute mail. Review mail for items which can be handled independently or by others in the organization
• Produce correspondence authored by others; proofread documents. Routinely and independently author and draft correspondence as applicable. Sign routine correspondence on behalf of administrative staff. Type, assemble, and distribute memos, letters, forms, reports, and department-related dictation
• Receive, screen, and prioritize incoming telephone calls and visitors; immediately handle and respond to calls as appropriate. Accurately record messages as needed. Provide service recovery as required
• Routinely author, type, assemble, and distribute meeting minutes with little or no supervision. Maintain an open issue log as requested

Other duties as assigned. Be engaged and eager to build a winning team.