Administrative Assistant

Mayo Clinic • Rochester, MN

2d • Hybrid

About The Position

This role provides high-level administrative support for the International Quality & Global Consulting team, with a focus on coordinating meetings, preparing documents, and supporting cross-team initiatives. Responsibilities include managing complex scheduling and logistics, maintaining continuity across priorities, and preparing polished materials that align with organizational brand standards. The role also supports domestic and international travel coordination, expense reconciliation, and cost tracking. This position supports SharePoint sites and Microsoft Teams, including site content maintenance, document organization, and team collaboration, as well as assisting with recurring initiatives such as podcasts and other team projects. The ideal candidate is highly organized and proactive, with the ability to anticipate needs, adapt to shifting priorities, and build strong working relationships across teams. A high level of attention to detail, technical aptitude, and the ability to work both independently and collaboratively are essential. Responsibilities may evolve based on team needs and priorities across Quality. Applies expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining web sites, web pages, databases, spreadsheets, social media accounts; answering telephones and providing related follow- through. Exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism are important components of the role. Demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment and ability to navigate multiple systems simultaneously. Is accountable for ensuring accuracy and completeness through attention to detail.

Requirements

• High school diploma or G. E. D. with a minimum of two years’ experience in an administrative support role OR one-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role OR an associate’s degree in an administrative, business, or medical-related program
• Administrative support role experience must include performance of responsibilities such as meeting management and calendar coordination, creating/transcribing correspondence/documents, and utilization of business-related software to produce databases, spreadsheets, presentations, etc.
• High-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication, and the ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment.
• Effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-through.
• Proficient application of English grammar, punctuation, and sentence structure.
• Proactive Planning & Prioritization – Ability to anticipate needs, identify potential impacts, and take initiative with strong follow-through across tasks and changing priorities.
• Coordination & Logistics Support – Experience managing scheduling, coordinating logistics (including travel and expenses), and supporting multiple stakeholders in a fast-paced environment.
• Document & Communication Support – Strong editing, formatting, and document preparation skills, with the ability to produce clear, professional materials.
• Travel & Expense Coordination (Domestic & International) – Experience supporting travel logistics, itineraries, and expense tracking across multiple stakeholders.
• SharePoint & Microsoft Teams Support – Experience organizing content, managing access, and supporting collaboration tools.
• Meeting & Task Coordination – Ability to track action items, support meeting logistics, and help maintain progress across priorities.
• Relationship-Building & Communication Skills – Ability to work effectively across teams and adapt to different communication styles.
• Collaborative & Flexible Team Support – Demonstrates flexibility in providing coverage or support during absences, transitions, or high-priority deadlines.
• Technical Aptitude – Comfort learning new systems and supporting basic troubleshooting.

Nice To Haves

• Work-related experience within the last ten years.

Responsibilities

• Scheduling, coordination, and follow-up tasks for meetings, events, and professional travel
• Managing of calendars
• Preparing documents and presentation materials
• Processing invoices and reimbursements
• Composing and/or transcribing correspondence/documents
• Supporting departmental projects/activities
• Creating and maintaining web sites, web pages, databases, spreadsheets, social media accounts
• Answering telephones and providing related follow-through
• Coordination of travel and expense management
• Support SharePoint sites and Microsoft Teams, including site content maintenance, document organization, and team collaboration
• Assisting with recurring initiatives such as podcasts and other team projects

What This Job Offers

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