Administrative Assistant II

American Addiction Centers

5d • Onsite

About The Position

This Administrative Assistant II role provides, initiates, and prioritizes a variety of complex confidential administrative support. This includes reception, schedule planning and coordination, word processing, document distribution and development, file maintenance, and research/presentation of office-related materials. The role relieves department leadership and other staff of administrative details by using judgment and discretion to solve a variety of complex office-related situations and conflicts, and plans/expedites workflow in the office. This is an ONSITE opportunity for someone skilled at juggling multiple calendars for busy leadership, with great time management, organization, and prioritization skills.

Requirements

• Ability to effectively manage time and priorities.
• Demonstrated ability to maintain a high degree of confidentiality.
• Ability to prioritize office workflow and make effective administrative decisions to increase efficiency, accuracy, and productivity.
• Ability to take initiative to develop correspondence as appropriate, and independently problem solve on office related issues.
• Demonstrated ability to tactfully and effectively communicate (written and verbal) with a variety of individuals and highly visible customers/leadership.
• Must be proficient in the use of the Microsoft Office (Excel, PowerPoint and Word) or similar products.
• Demonstrated ability to create and compile simple to complex documents, reports, graphs/charts, and presentations.
• Ability to manage data systematically.
• Demonstrates organizational ability, and attention to detail and accuracy.
• High School Graduate.
• Typically requires 5 years of experience in providing administrative support.
• Must operate all equipment necessary to perform the duties of the job.
• Must be able to sit, stand, and walk for prolonged periods of time in order to complete required word processing, filing, photocopying, distribution of materials and other related functions.
• Exposed to a normal office environment.
• Must be able to continuously use a keyboard.
• Occasionally lifts items weighing up to 20 lbs.
• Must have functional speech, vision, and hearing.
• Must be able to concentrate on minute detail with frequent interruptions.
• Must be capable of typing, writing, and data entry for prolonged periods of time.

Responsibilities

• Schedules, maintains, and prioritizes a calendar of appointments, meetings, and travel.
• Plans and organizes the administrative aspects such as agenda preparation, site selection, food/beverage selections, audio-visual arrangements, and document development.
• Answers, screens, and initiates telephone calls and greets visitors providing procedural information and answering inquiries related to operational and substantive matters.
• Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
• Performs a variety of moderately complex word processing such as creating/drafting correspondence, memos, and documents from rough draft, under verbal instruction, or independently.
• Makes decisions on format and layout and edits for accuracy and consistency of data.
• Compiles supportive graphics, reports, or statistical data.
• Creates reports under general instruction and displays data to support needs, generates existing reports, and distributes reports as needed.
• May present administrative materials, reports, and information to a group of individuals.
• Establishes and maintains filing systems for records, files, and documentation.
• Maintains confidential materials and records.
• Opens, reads, and prioritizes mail, and department documents initiating return correspondence as appropriate.
• Performs independent research and compiles, analyzes, and summarizes information from a variety of sources to support administrative needs.
• Coordinates the administrative details of special projects and assignments by compiling, analyzing, and preparing data/documents.
• Operates and maintains office equipment (fax, printer, photocopier) and may order office supplies.
• May act as a resource to other clerical staff such as answering questions on processes/procedures and providing training.

Benefits

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED