Administrative Assistant

2 days ago

Cincinnati, United States TriHealth Full time
Job Description

Job Overview:

The GME Department at TriHealth is seeking a dedicated Administrative Assistant to provide comprehensive support. Primary responsibilities include managing the needs of the VP and Director, such as calendar management, meeting preparation and minute taking, communication on behalf of the VP and Director, and presentation support. This role also supports other leaders within the safety institute with administrative duties as needed. The individual will serve as the initial phone contact and a resource for resolving inquiries and requests for information. This position involves coordinating formal and informal communications associated with the office and may require greeting and directing visitors. A high level of confidentiality is required, as the individual will have access to extremely sensitive information, including attorney-client privileged information. The individual may also provide coverage for senior management in the absence of the executive assistants. The ability to work in a fast-paced environment and effectively prioritize tasks and duties is essential. Experience working directly with physicians and in a hospital setting is desired.

Job Requirements:

* High School Degree

* Excellent oral and written communication skills

* Proficiency in using a PC, including Microsoft Excel, Outlook, PowerPoint, and Word

* Experience with multi-line phones

* 3-4 years of experience as an administrative professional or executive assistant required

* Project Management and Medical Education experience a plus.

Job Responsibilities:

* Administrative Support: Provide general administrative and clerical support, including mailing, scanning, faxing, and copying for management.

* Calendar Management: Maintain the executive's calendar, schedule meetings, and arrange conference calls.

* Communication: Prepare and modify documents, including correspondence, reports, drafts, memos, and emails. Handle incoming calls and direct them appropriately.

* File Management: Organize and maintain files and records, ensuring they remain updated and easily accessible.

* Travel Arrangements: Make travel arrangements, including flight bookings, hotel reservations, and car rentals for executives and staff.

* Meeting Coordination: Schedule and coordinate meetings, conferences, and other events. Prepare agendas, take minutes, and distribute them as needed.

* Office Supplies: Monitor and maintain office supplies inventory. Order supplies and materials as needed.

* Data Entry: Enter and update data accurately in various databases and spreadsheets.

* Client Interaction: Greet and assist visitors, clients, and staff in a professional and courteous manner.

* Project Assistance: Assist in special projects and provide support to other team members as required.

Benefits:

* Competitive salary

* Health (w/pharmacy coverage) dental, and vision insurance

* Retirement savings plan (401k)

* Paid time off (PTO) and holidays

* Employee assistance program

* Wellness programs

Working Conditions:
Climbing - Rarely
Concentrating - Frequently
Hearing: Conversation - Consistently
Hearing: Other Sounds - Occasionally
Interpersonal Communication - Consistently
Kneeling - Occasionally
Lifting

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