Senior Administrative Assistant

HealthPartners•Saint Paul, MN

About The Position

POSITION PURPOSE : To provide confidential administrative support to the Vice President/and or Director and other members of the team, as directed. This position assists with budget management, special projects, maintenance of files and other administrative responsibilities to ensure efficient operation of the department. ACCOUNTABILITIES : Performs a variety of administrative assistant tasks to support the Director(s) in the operation of the department(s). This includes typing, copying, sending faxes, maintaining accurate files and records, answering telephone calls, taking messages, maintaining appointment calendars, and arranging meetings. Sorts and distributes incoming mail. Creates, proofreads, and edits a variety of material including, but not limited to, correspondence, spreadsheets, presentation material, reports, and other confidential materials using appropriate computer software and office equipment. Manages the Director’s calendar, assists in efficient time utilization and balances multiple priorities. Arranges meetings. Handles space procurement issues, obtains the necessary equipment, and makes food service arrangements within established budget. Prepares materials for presentations and meetings as requested. Audits budget reports and notifies Finance of errors or problems and works towards resolution. Prepares expense reports as requested. Greets visitors and directs them to appropriate person in area(s). Coordinates travel arrangements and prepares itineraries as necessary. Responsible for variety of administrative projects requiring independent judgment and action. Serves as a backup to other administrative support staff as needed. Performs other duties as assigned.

Requirements

High School Diploma or GED
2+ years of administrative assistant experience or 4 year college degree
Strong desktop tool usage including Microsoft Word, Excel, and PowerPoint
Strong oral and written communication skills
Excellent spelling, grammar, editing, and organizational skills
Ability to accurately type 45 WPM
Ability to operate various office equipment
Ability to work independently and with minimal supervision
Ability to deal with highly confidential information
Ability to work under pressure and meet tight deadlines
Good problem-solving skills
Excellent customer service and interpersonal skills

Nice To Haves

Two year Administrative Assistant Degree or Certificate

Responsibilities

Performs a variety of administrative assistant tasks to support the Director(s) in the operation of the department(s).
Sorts and distributes incoming mail.
Creates, proofreads, and edits a variety of material including, but not limited to, correspondence, spreadsheets, presentation material, reports, and other confidential materials using appropriate computer software and office equipment.
Manages the Director’s calendar, assists in efficient time utilization and balances multiple priorities.
Handles space procurement issues, obtains the necessary equipment, and makes food service arrangements within established budget.
Prepares materials for presentations and meetings as requested.
Audits budget reports and notifies Finance of errors or problems and works towards resolution.
Prepares expense reports as requested.
Greets visitors and directs them to appropriate person in area(s).
Coordinates travel arrangements and prepares itineraries as necessary.
Responsible for variety of administrative projects requiring independent judgment and action.
Serves as a backup to other administrative support staff as needed.
Performs other duties as assigned.