Administrative Assistant

TriHealth • Montgomery, OH

33d

About The Position

Provides a full spectrum of administrative/clerical support for the office of a
Vice President. Primary responsibilities include managing the needs of the VP,
including, but not limited to, calendar management, meeting preparation and
minute taking, communication on behalf of the VP, and presentation support. Also
supports other leaders within the assigned service line with administrative
duties as assigned. Serves as the initial phone contact and resource for
resolving inquiries and requests for information. Responsible for coordinating
the formal and informal communications associated with the office. May also
greet and direct visitors to the office. A high level of confidentiality is
required as this individual has access to extremely sensitive information, in
some cases dealing with attorney-client privileged information. May provide
coverage for senior management in the absence of the executive assistants. Must
be able to work in a fast-paced environment, prioritizing tasks and duties
effectively.

Requirements

• High School Diploma or GED (Required)
• 3 - 4 years experience as an adminsitrative professional or executive assistant (Required)
• Excellent oral and written communication skills required. Must have experience in using a PC.
• Proficiency in Microsoft Office Suite and scheduling tools.
• Ability to handle confidential information with discretion.
• Problem-solving and adaptability in a dynamic healthcare setting.
• Strong organizational and time-management skills.

Nice To Haves

• 3 - 4 years experience supporting multiple senior leaders and/or service line operations (Preferred)

Responsibilities

• Executive & Operational Support: Manage complex, multi-leader calendars; schedule meetings, town halls, and cross-department touchpoints. Timely preparation of professional and concise agendas, meeting minutes, trackable action items and follow up to ensure timely completion. Draft and proofread executive correspondence, memos, presentations, and talking points; maintain version control and confidentiality. Coordinate travel, conference registrations, and expense reports in compliance with organizational policies.
• Arrange Department Meetings: book rooms, order food, set up technology, prepare and distribute agendas and minutes. Manage office supplies and ensure efficient workspace organization.
• Maintain confidential personnel and departmental records.
• Serve as the point of contact for internal and external communications.
• Maintain Shared Drives and Collaboration Sites; organize policies, SOPs, job aids, and service line documents. Maintain and submit department TDDD and CLIA certificates for application and/or renewal.
• Maintain email distribution and contact department lists.
• Submit corporate card charges in alignment with organizational policies – includes timely submission, review, and entry of receipts for purchases.

What This Job Offers

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