Overview
The Administrative Assistant will support the leadership and operations teams and select recruitment team members. They will perform administrative duties as required which may include a combination of various support functions including, but not limited to, details of critical/confidential nature, multi-tasking at various levels of support and providing direct communication as needed, internally and externally to the company in support of leadership and/or team, assist in event planning and travel coordination, maintain information on intranet, and perform other administrative duties as assigned.
Job Highlights
ESSENTIAL DUTIES AND RESPONSIBILITIES (include but not limited to):
- Handles details of confidential and critical nature.
- As requested, takes minutes at various meetings.
- Create, send, and amend contracts, assignment letters, and extension letters to candidates, and follows up on execution of documents as needed.
- Initiates clinician pre-application and notifies internal and external onboarding teams of new hire.
- Schedules tasks for internal team members within ATS.
- Add new candidates into ATS and update profiles as needed.
- Coordinate production of the company’s printed business materials and advertising and sales pieces with the operations team and printer.
- Print project coordination – proof for accuracy, colors, and grammar, research best value printers and finalize high quality end pieces.
- Research trade show and association meetings and organize/coordinate attendance at these meetings.
- Assist in gathering information and creating quarterly company newsletters and other communication vehicles.
- Assist with development of and maintain internal website portal.
- Assist in carrying out the company’s social media plans.
- Assist with customer satisfaction surveys.
- Plan and facilitate corporate meetings as needed.
- Schedule, verify and participate as necessary in meetings and appointments including making travel arrangements and accommodations for attendees, preparing conference rooms, and arranging meals.
- May compile reports, proposals, and presentation materials.
- Plan, coordinate, and participate as directed in meetings and other off-site meetings.
- Adhere to all company policies and procedures.
- Perform other duties as assigned.
Qualifications
JOB REQUIREMENTS (Knowledge, Skills and Abilities):
- Must be detail-oriented, self-starter, comfortable working independently as well as with a team.
- Multi-tasking skills with ability to manage a variety of projects.
- Must have professional appearance and demeanor.
- Excellent organizational, problem-solving, and communication skills.
- Must value precision, clear and direct communication.
- Skill in gathering and reporting information.
- Excellent computer skills to include intermediate knowledge of MS Word, Excel, PowerPoint, and Outlook. Working knowledge of Sharepoint, Smartsheet, Canva, Power BI, and/or Bullhorn is a plus.
- Ability to type 50 words per minute.
- Good follow-up and interpersonal skills.
- Ability to work within tight deadlines.
- Ability to effectively present information.
- Ability to work independently with limited supervision.
- Ability to maintain confidentiality.
- Strong work ethic.
- Ability to read, write, and speak English.
EDUCATION/TRAINING/EXPERIENCE:
- Associate degree or equivalent combination of education and experience.
- Prefer at least 1 to 2 years of experience as an assistant to a manager.
- Must have at least 1 to 2 years of experience in a business office setting.
PHYSICAL REQUIREMENTS:
- Requires prolonged sitting, some bending, stooping and stretching.
- Must possess sufficient eye-hand coordination/manual dexterity to operate a keyboard, photocopier, telephone, calculator and other office equipment.
- Required normal range of hearing and eyesight to record, prepare, and communicate appropriate reports and evaluations.
- Requires lifting papers and boxes weighing up to 35 pounds occasionally.
- Requires dexterity to type at least 50 wpm.
WORKING CONDITIONS (environment and safety):
- Work performed in either an office environment or remote.
- Involves frequent contact with executive leadership and professional staff.
- Work may be stressful at times.
- Interaction with others is frequent and often disruptive.
Disclaimer: The above job description has been written to indicate the general nature and level of work performed by employees within this classification. It is not written to be inclusive of all duties, responsibilities and qualifications required of employees assigned to this job.
