Administrative Assistant

Mercyhealth Wisconsin and Illinois•Rockford, IL

3d•$22 - $33

About The Position

ESSENTIAL DUTIES AND RESPONSIBILITIES Prepares routine and confidential correspondence, periodical reports, meeting notices, presentation materials, and other documents in appropriate formats using word processing, spreadsheets, and graphics in an accurate, complete, and timely manner and ensures the integrity of confidential information. Maintain confidentiality at all times. Maintains calendars, assist in scheduling meetings and conferences, and prepare agendas and other materials for meetings. Make necessary arrangements, and notify attendees. Maintain, communicate, and administer future events. Composes, types and distributes meeting minutes, routine correspondence and other related materials. Greets visitors and guests and facilitates their requests. Answers phone calls that come into the department and refers to other departments as appropriate. May escort visitors to areas/destinations as needed. Create itineraries; book travel plans as required. Provide administrative support as required. Take required action during vice president/s absence referring matters to appropriate Vice Presidents or Directors to minimize the effect of their absence. Resolve routine inquiries. Prepare, process, and/or distribute incoming and outgoing mail. Establish and maintain hard copy and electronic filing systems within areas of responsibility. Initiate and promote new ideas, methods, and systems vital to maintaining an efficient, functional office environment. Actively participate in implementing office procedures as workloads and/or responsibilities increase. Order office supplies as necessary. Complete special projects as assigned. Comply with all Department and Company policies, procedures, and programs. Follow and comply with all safety and work rules and regulations. Maintain departmental housekeeping standards. Promote and maintain a flexible, cooperative, team oriented, customer focused and professional attitude within and between departments. Keeps Department & Vice President(s) aware of pertinent issues and information warranting their knowledge, action and/or resolution. Assists with administrative functions to support the Office of the President including providing support for Board of Directors meetings (as applicable). Performs these functions under the direction of the Vice President and/or Executive Assistant for the CEO.

Requirements

Graduate of a High school educational program is required
Five to seven years experience in providing administrative assistant support required
Ability to respect the confidentiality of information both on and off the job, as well as be comfortable in an executive office environment
Excellent phone etiquette, organization, interpersonal, and communication skills required
Strong PC skills required, including Microsoft Office (Word, Excel, and Power Point)
Good problem-solving, organization, motivation, multi-tasking, and follow-through skills
Must be self-starter, dependable, and detail oriented
Ability to take direction from multiple sources and prioritize tasks
Ability to work under pressure and in stressful situations and maintain attention to detail
Ability to promote and maintain positive relationships as well as project and maintain professionalism with all levels of employees and management, as required

Nice To Haves

Graduate of Administrative Assistant or a related College Degree Program preferred
Executive office environment preferred
Prefer Certification as an Administrative Assistant
Notary Public of Wisconsin (within six months of hire)

Responsibilities

Prepares routine and confidential correspondence, periodical reports, meeting notices, presentation materials, and other documents
Maintains calendars, assist in scheduling meetings and conferences, and prepare agendas and other materials for meetings
Composes, types and distributes meeting minutes, routine correspondence and other related materials
Greets visitors and guests and facilitates their requests
Answers phone calls that come into the department and refers to other departments as appropriate
Create itineraries; book travel plans as required
Provide administrative support as required
Resolve routine inquiries
Prepare, process, and/or distribute incoming and outgoing mail
Establish and maintain hard copy and electronic filing systems within areas of responsibility
Order office supplies as necessary
Complete special projects as assigned
Assists with administrative functions to support the Office of the President including providing support for Board of Directors meetings (as applicable)