"Senior Administrative Specialist"

Position Summary

Under guidance, provides senior level executive support to senior staff within the department.

Job Responsibilities

• Ensures the smooth functioning of the executive office. Implements and monitors office systems to improve efficiency.
• Serves as a confidential secretary, handles situations of highly confidential and/or sensitive nature on a daily basis.
• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Coordinates projects relating to items such as regulatory issues, educational activities, philanthropic activities, fundraising efforts and program development.
• May develop, maintain and/or disseminate departmental or functional specific policies and procedures. May also be responsible for maintaining a departmental standard operating procedures (SOP) manual if available.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Initiates and prepares written correspondence as needed and based on functional needs.
• Responsible for procurement activities related to goods, services, and/or equipment as needed.
• Responsible for disbursement/reimbursement activities as needed.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals.
• Records and distributes meeting minutes. Provides follow up on action items identified during meetings.
• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Assists with special projects as directed.

Education

High School Diploma

Experience

Bachelor's degree is preferred. Approximately 5 years of experience as an executive assistant working for a high-level senior physician or executive.

Knowledge, Skills and Abilities

• Demonstrated strong communication and interpersonal skills; demonstrated ability to interact with multiple constituencies and exercise 'people skills'.
• Demonstrates ability to exercise standards of professionalism, including appearance, presentation and demeanor.
• Demonstrated proficiency with MS Office Suite and database applications.
• Excellent communication skills (both verbal and written).

Licenses and Certifications

None specified

Working Conditions/Physical Demands

Standard office work