Position: Senior Administrative Assistant
Position Information: Hybrid- 25% on site, 75% remote (Percentage may vary dependant on need for onsite)
On-site Location: 3 Galleria Tower 13155 Noel Road, Dallas, TX
GENERAL SUMMARY OF DUTIES:
Primarily supports multiple VP level leader in administrative aspects
EXPERIENCE :
• 2+ years of secretarial experience required, healthcare experience preferred
SUPERVISOR: Division VP, Graduate Medical Education
DUTIES INCLUDE BUT NOT LIMITED TO:
• Coordinates necessary travel arrangements and processes travel expense reports via Concur and prepares reimbursement reports as requested.
• Assists others with scheduling and travel, as requested.
• Schedules meetings (internal/external to the organization) conference calls, teleconferences and web seminars as requested.
• Coordinates and facilitates information on the Division website.
• Maintains Outlook calendars and email as assigned.
• Prepares reports for company activities as required.
• Performs a wide variety of duties such as, composing correspondence, preparation of forms, charts, schedules, and presentation materials as needed.
• Establishes and maintains confidential and operational files for the Executive Team and maintains confidential and operational files as requested.
• Maintains a master list of current personnel supporting division operations as assigned by division executives.
• Communicates changes to corporate personnel responsible for managing these lists.
• Coordinates and schedules activities for North Texas Division.
• Maintains the Division policy & procedure manuals.
• Answers phones and screens phone calls, assists and directs callers and takes messages.
• Maintains schedule of use of conference rooms.
• Prepares packages for overnight delivery.
• Orders supplies as requested.
• Flexible in supporting any office projects needing extra attention due to specific deadlines.
• Assists other administrative support staff in projects and cross-coverage if needed.
EDUCATION :
• High School Graduate/Equivalent required
EXPERIENCE :
• 2+ years of secretarial experience required, healthcare experience preferred
KNOWLEDGE, SKILLS AND ABILITIES:
• Knowledge of organization policies, procedures, systems.
• Knowledge of office management practices.
• Knowledge of secretarial procedures.
• Knowledge of grammar, spelling, and punctuation to type from draft copy.
• Knowledge of basic arithmetic to make calculations, balance and reconcile figures, and make changes accurately.
• Skill in computer applications. (Included but not limited to Microsoft Office Suite)
• Skill in verbal and written communication.
• Skill in gathering and reporting information.
• Ability to work effectively and have an executive presence with internal and external stake holders.
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