Administrative Assistant III

Performs administrative and office support activities for multiple members of management, including executives, using a variety of project management, communications or organizational skills.

Essential Functions & Responsibilities

  • Opens, sort and distributes incoming correspondences, including faxes and emails.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan the distribution.
  • Composes routine and confidential correspondences, memos, transcribes notes, researches and creates presentations and other complex documents.
  • Organizes and maintains file system, and files correspondence and other records, including corporate contract materials.
  • Answers phone calls, and directs calls to the appropriate parties or takes messages.
  • Coordinates multiple senior and executive management members’ schedules/calendars and independently schedules appointments.
  • Greeting and directing visitors to appropriate area or person.
  • Arranges complex and detailed travel plans and itineraries, compiles documentation for travel related meetings.
  • Conducts research, and compiles and creates reports, handles multiple projects, monitors invoices and expense reports.
  • Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
  • Makes copies of correspondences or other printed materials, and distributes as needed.
  • Sensitivity to confidential matters is required.
  • Complies with and/or adheres to HIPAA policies and procedures.
  • Ensures integrity of data entered into company systems and/or databases.
  • Perform additional duties and related essential duties as assigned.

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Required Education and Experience

  • Requires a High School Diploma or GED; with at least five (5) years of experience in the field or in a related area. Bilingual Spanish/English preferred.

Computer Skills

  • To perform this job successfully, an individual must have advanced computer skills as well as Internet research abilities; have extensive knowledge of Microsoft Office, including but not limited to Outlook, Word, Excel, Viso and PowerPoint, Sharepoint.

Technical Skills

  • Determining the kind of tools and equipment needed to do a job.
  • Ability to use Microsoft Word, Excel, PPT, and other business tools.
  • Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

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