Administrative Specialist

POSITION SUMMARY

Provides a high level of administrative support to Chief Executive Officer, acts as a liaison with other departments and works closely with department coordinators/managers/directors, CEO direct reports, and leadership team in coordinating activities and special projects. Responsibilities are characterized by a variety of administrative activities with minimal supervision that require the use of independent judgment and confidentiality to prepare correspondence, reports, documents and essential research and analysis of data.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reason3able Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions:

• Provides extensive administrative assistance including agenda preparation, board minute preparation, placing and having food orders for meetings, other duties, and attends monthly Board of Directors’ meetings.
• Assists with activities involved in developing, planning, directing, and evaluating a wide variety of organizational projects.
• Evaluates daily clinic operations in coordination with coordinators/managers/directors, CEO direct reports and leadership team to maximize operational efficiencies and effectiveness.
• Assists in the development and maintaining strategic plan as approved by the Board of Directors.
• Provides updates on organizational projects as directed by the CEO as well as follow-up to monitor the progress of planned improvement implementation to assure timely action, appropriate management support, and achievement of expected benefits. Uses appropriate measurement, analysis and evaluation methods to accurately identify and document process improvements.
• Coordinates with related departments and functions to assure appropriate information flow and understanding of overall process improvement direction.
• Maintains the CEO appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Performs related or similar duties as required or assigned.

SKILLS & ABILITIES

Education: Minimum of an associate degree in office management, business office administration or similar program

Experience:

• Three (3) years of experience in the capacity of an executive assistant, preferably in a medical office setting
• Ability to coordinate, prioritize, and manage a variety of diverse and complex tasks and systems
• Strong analytical and critical thinking skills; ability to assess challenges and develop creative, effective solutions
• Exceptional organization skills and high level of attention to detail
• Familiarity with handling privileged and confidential information

Computer Skills: Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint).

Key Competencies:

• Ability to communicate in English, both verbally and in writing.
• Attention to detail
• Project orientation
• Multi-task and manage competing priorities
• Judgment and decision-making ability