Administrative Assistant II - VMG

Virtua Health•Lippincott - 301 Lippincott Drive, CO

2d•$25 - $37•Hybrid

About The Position

The Administrative Assistant II provides general and advanced administrative, secretarial, and office support to a team of senior leaders and helps ensure efficient office operations. The role researches information requests, prepares reports and presentations, contributes to department budget and business planning, monitors invoices and office expenses, and maintains department records and files. It involves regular contact with internal and external customers, suppliers, and employees, and may include department payroll support. The position supports office workflow, coordinates department events and special projects, manages calendars and meeting logistics, prepares correspondence and minutes, and makes travel arrangements as requested. The assistant handles confidential or sensitive information, adapts office procedures as needs change, and may lead or train other administrative support personnel on projects or as assigned. Prior experience supporting multiple executives simultaneously is highly preferred.

Requirements

3–5 years of executive secretarial or administrative support experience, depending on education.
High school diploma and 5 years of executive secretarial or administrative support experience, or business/secretarial school and 3 years of secretarial or administrative support experience.
Computer proficiency with Excel, Word, PowerPoint, Outlook, and the Internet.
Excellent verbal, written, and listening communication skills for interacting with employees at all levels and external clientele.
Advanced organizational skills and the ability to work proactively with changing priorities.
Working knowledge of organizational policies and procedures, or the ability to learn and work within them quickly.

Nice To Haves

Prior experience supporting multiple executives simultaneously is highly preferred.

Responsibilities

Ensure smooth office operations, troubleshoot workflow problems, and resolve issues.
Coordinate department events and provide administrative support for special projects.
Screen calls and visitors, route them appropriately, and respond to routine inquiries.
Schedule appointments, meetings, and conferences, and maintain calendars.
Prepare meeting minutes, memos, and routine or advanced correspondence; take dictation when needed.
Arrange travel and maintain itineraries as requested.
Assist with department budget, business plan, and related planning functions.
Prepare office expense reports, monitor invoices, and produce specialized reports from selected and interpreted data.
Prepare data for presentations and special projects and process time-sensitive materials.
Assist with preparation and processing of department payroll when needed.
Maintain department records and files and process or relay confidential and sensitive information.
Lead or assist other clerical and administrative support personnel on projects or as needed to maintain workflow.
Assist in training clerical or administrative personnel and provide coverage for other administrative support personnel as needed.
Adapt existing procedures and develop new office procedures as organizational needs change.