Administrative Assistant - Administration

Job Description

Performs primary and essential duties of an Administrative Assistant to include a full range of administrative and secretarial functions for Administration and individually to the Chief Financial Officer and VP of Facility Services. Performs general office duties such as ordering supplies, maintaining records, management systems, etc. Presents a helpful, courteous, and positive attitude when greeting people entering the office or on the telephone.

Prepares reports, presentations, and general correspondence. Demonstrates understanding and knowledge of the use of computers, software, and office machines in a business environment. Promotes and demonstrates strong customer service skills. Must have excellent written and verbal communication skills. Ability to multitask, prioritize, and exhibit critical thinking skills.

Full Time, Monday - Friday; 8:00 AM - 5:00 PM

• Presents a helpful, courteous, and positive attitude when greeting people entering the office or on the telephone.
• Performs general office duties such as ordering supplies, maintaining records, management systems, etc.
• Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
• Reads and analyzes incoming memos, emails, submissions, and reports in order to determine their significance and plan their distribution. Ability to process paperwork in an organized system for routine requests.
• Must have excellent verbal and written communication skills as well as excellent organizational and interpersonal skills.
• Must demonstrate and portray an image that positively represents the hospital and the hospital’s core values.
• Ability to take detailed minutes in meetings and quickly transcribe to distribute to key stakeholders.
• Researches and books travel for executive team and processes travel reimbursement claims.
• Work collaboratively with Executive Assistants to assist in executive priorities that involve multiple reporting lines and organizational scale.

• High School diploma required. Associate degree is preferred.
• 3-5 years of relevant work experience (executive assistant or similar scope)
• Public Notary in the State of Texas preferred, required within six months of hire.
• Working knowledge of computer software programs such as Microsoft Office Suite and Adobe.

To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Stand, walk, sit, stoop, reach, lift, see, speak and hear. Lifting is limited to 35 lbs. for clinical staff and to 50 lbs. for non‑clinical staff. The individual must use an assisted‑lift device or get another individual(s) to assist with the lift that is over these maximum limits.