Senior Administrative Assistant

HCA Healthcare • Tallahassee, FL

403d

About The Position

The Senior Administrative Assistant at HCA Healthcare plays a crucial role in providing comprehensive administrative support to the Senior Vice President and the department. This position is essential for ensuring smooth operations, effective communication, and coordination of various administrative tasks, contributing to the overall efficiency of the healthcare services provided by the organization.

Requirements

• 3-7 years of experience
• College Graduate is preferred
• Proficiency in Microsoft Office suite, including WORD, Excel, PowerPoint
• Working knowledge and capabilities associated with internal software programs

Responsibilities

• Coordinate Senior VP's calendar, schedule meetings/events on their behalf and assist in coordination of various team meetings/events
• Serve as primary contact for department guests and assist with meeting planning, including making arrangements for meeting rooms, refreshments, AV equipment, etc.
• Serve as primary contact for office deliveries/mail, office supplies, maintenance issues, equipment requests, new hire set up, etc.
• Code and coordinate all invoices through the approval process, working closely with company accounting function
• Maintain copies of all invoices and statements within vendor files, e.g., publishers, vendor discount partners, affiliates, etc.
• Prepare month end reports and submit time usage for Kronos
• Coordinate monthly communications with leaders, employer clients, and others, as directed
• Develop and maintain accurate team/directors/employer contact lists, including addresses (email & physical), phone numbers, etc.
• Provide general administrative support, including creating labels for packages/letters to be mailed and ensuring parcel drops, making copies, filing, answering phones, delivering mail, sending faxes, drafting and typing correspondence, etc.
• Assist with vendor relations program, including research/investigation of vendor credibility, prospective vendors, initial phone contacts, maintenance of vendor database and disposition files, vendor contracts and correspondence, and information about cross-branding opportunities
• Assemble and keep track of monthly performance reports from department managers for executive leadership
• Assimilate and record designated member and participant statistics and reports and maintain in an orderly and accessible place
• Prepare information packets for prospective members, affiliates, vendors, etc.
• Develop and maintain filing system for department correspondence
• Assist with proofreading and editing department documents
• Order supplies for department; monitor associated expenses in relation to the budget
• Arrange leader travel as needed, including booking and creating itineraries. Prepare expense reports upon request
• Assist with presentations for the board, key clients, and prospects, including assembling sales packages
• Assist other departments with needs, as directed
• Demonstrate a mature approach and commitment to work

Benefits

• Comprehensive medical coverage
• Additional options for dental and vision benefits
• Life and disability coverage
• Flexible spending accounts
• Supplemental health protection plans
• Auto and home insurance
• Identity theft protection
• Legal counseling
• Long-term care coverage
• Moving assistance
• Pet insurance
• Free counseling services
• 401(k) Plan with a 100% match
• Employee Stock Purchase Plan with 10% off HCA Healthcare stock
• Family support through fertility and family building benefits
• Referral services for child, elder and pet care
• Consumer discounts
• Retirement readiness services
• Education assistance
• Colleague recognition program
• Time Away From Work Program
• Employee Health Assistance Fund

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Industry: Hospitals
• Education Level: Bachelor's degree