Administrative Assistant

SUMMARY

The Administrative Assistant provides high-level support to executive leaders, ensuring smooth daily operations and effective coordination across departments. Key responsibilities include managing complex calendars, scheduling and rescheduling meetings, preparing reports, and maintaining essential documentation. This role also assists with recruitment activities, tracks key performance and incentive metrics, and coordinates onboarding processes. Additionally, the assistant oversees monthly and quarterly reporting, coordinates employee recognition activities, and supports event planning for management meetings and social functions. Strong organizational, communication, and multitasking skills are essential, along with the ability to maintain confidentiality and manage priorities in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Includes but is not limited to the following:

• Manage and maintain complex calendars for executive leaders, including scheduling, rescheduling, and prioritizing meetings (1:1s, leadership huddles, manager meetings).
• Support APP Recruitment: Coordinate APP interviews, reference checks, and onboarding.
• Support onboarding processes for new providers, ensuring completion of required documentation and checklists. 
• Maintain and report on daily phone statistics.
• Employee Recognition Support: Coordinate awards, organize themed gifts, track milestone gifts, and create award templates
• Invoice Processing: Verify invoices and route for approval.
• Follow up on action items, deadlines, and assigned tasks to ensure timely completion. 
• New Hire Orientation presentation backup
• Other duties as assigned by senior management

EDUCATION and/or EXPERIENCE 

REQUIREMENTS:

KNOWLEDGE: The jobholder must demonstrate current competencies applicable to the job position. 

• Excellent customer service 
• Problem resolution skills 
• Critical thinking skills and ability to analyze datasets
• Effective verbal and writing skills 
• Microsoft Office knowledge (Word, Excel, and Outlook) 
• Demonstrates customer-focused interpersonal skills and interacts effectively with practitioners, the interdisciplinary healthcare team, community agencies, patients, and families who may have diverse opinions, values, and religious and cultural ideals.
• Demonstrates ability to work autonomously and be directly accountable for results
• Demonstrates flexibility 
• Exhibits capability to influence and negotiate individual and group decision making
• Possesses skills to function effectively in a fluid, dynamic, and rapidly changing environment
• Displays proven ability to positively influence behavior and outcomes