Administrative Assistant - On Site

US Anesthesia Partners, Inc.•Orlando, FL

2d•Onsite

About The Position

Performs administrative duties for direct reports 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 the leader and/or team.

Requirements

Multi-tasking skills with ability to manage a variety of projects.
Excellent organizational and communication skills.
Proven experience preparing and presenting information to senior executives.
Superior oral and written communication skills and executive presence.
Advanced computer skills and ability to train others on system usage, including MS Word, Excel and Power Point.
Ability to work well with executive levels of management and staff as well as outside vendors and clients.
Advanced ability to organize.
Working knowledge of organization policies, procedures and systems.
Knowledge of office management practices, and secretarial procedures.
Knowledge of grammar, spelling and punctuation to type from draft copy, review and edit reports and correspondence.
Skill in gathering and reporting information.
Ability to work effectively and independently with staff, physicians and external customers.
Must have a pleasant disposition, professional appearance, and high tolerance level.
Ability to work independently with limited supervision.
Ability to type at least 60 wpm.
Ability to maintain confidentiality.

Responsibilities

Provides administrative support for the clinical or non-clinical leadership.
Manages multiple calendars and be proactive in making changes and updates.
Conserves direct report’s time by reading, research, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Handles details of confidential and critical nature.
Prepares presentations, transcribes detail, schedules and maintains spreadsheets as needed.
Answers telephone, screens calls and refers callers to the appropriate individual. Answers inquiries requiring standard answers.
Proofreads correspondence and minutes, correcting grammatical errors, punctuation and spelling.
Files correspondence, records, reports and minutes.
Processes incoming and outgoing mail; opens, sorts and prioritizes correspondence for executive.
Compiles and types reports and proposals. Prepares reports and proposals for final distribution.
Makes travel arrangements as needed for executives and physician leaders.
Provides and coordinates back up support for other administrative personnel as needed.
Coordinates projects, workflow and follow up on delegated tasks to ensure progress to deadlines.
Coordinates various office support services including purchasing and facilities management.
Takes minutes at various meetings, including possible evening meetings, such as Executive Leadership Team or Board of Directors meetings.
Plans and facilitates corporate meetings as needed.