Administrative Assistant

 REPORTS TO:           Executive Assistant

 JOB SUMMARY:         An administrative assistant provides essential support to keep an office running smoothly by handling clerical tasks, organizing information, and managing schedules. They typically handle phone calls, emails, and correspondence, prepare reports and presentations, and maintain records, all while ensuring efficiency and professionalism.  

ESSENTIAL TASKS/DUTIES:

 (This list is a succinct summary of core duties only. Other tasks will be assigned)

1. Assist in maintaining a calendar of administrative activities, appointments, and meetings.
2. Assist as liaison with the Board of Managers members regarding functions related to scheduled meetings.
3. Assist in preparing minutes, agendas, and support materials for meetings as required, and maintain files for contracts and other documents.
4. Assists Administration in attending meetings, and preparing documents and presentations.
5. Assists with organizing employee activities and special social functions.
6. Appropriately answers, screens, and routes incoming telephone calls, and greets and assists patients, visitors, and hospital personnel.
7. Field incoming calls pertaining to potential complaints.
8. Conduct basic research and prepare instructional publications and monthly and annual statistical reports.
9. Follow up on projects to make sure they are progressing efficiently and completed by the deadline.
10. Helps prepare manuals and other publications.
11. Distribute organizational and personnel policies to Department Heads and Managers.
12. Create and manage spreadsheets, and compose correspondence to staff and clients.
13. Assists Administration on special projects.
14. Other duties as assigned. 

QUALIFICATIONS:

1. Must have a current TX driver’s license or Government ID.
2. Must have an Associate Degree in a field of Business or have equivalent experience.
3. Must demonstrate excellent verbal and written communication skills.
4. Must have an excellent working knowledge of computers and be well versed with MS Office.
5. Must have at least 3 years’ experience as an Administrative Assistant, Executive Secretary, or comparable skills.
6. Must have good interpersonal skills.
7. Must be capable of working extra hours whenever necessary.
8. Must be capable of handling difficult situations.
9. Duties require intermittent walking, sitting, standing, pulling, bending, stooping, and reaching to perform tasks and be able to lift objects that may weigh as much as 50 lbs.

Equal Opportunity Employer