Administrative Assistant

2 weeks ago

Phoenix, United States Imsaz Full time
ESSENTIAL FUNCTIONS

Essential functions are those tasks, duties and responsibilities that comprise the means of accomplishing the job's purpose and objectives. Essential functions are critical or fundamental to the performance of the job. They are the major functions for which the person in the job is held accountable. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Answers all incoming calls and routes them to the appropriate staff and department; routinely upkeeps voicemail inboxes and directs messages to appropriate staff and department
  • Greets all guests and ensures any visitors to the CBO and are directed accordingly
  • Coordinates any meeting needs for the CBO including: scheduling of conference rooms in advance, coordinating arrangements with vendors when needed, sending out invites and tracking responses, assisting with presentation materials, placing food orders when needed, providing any necessary assistance on the day of meeting
  • Assists departments as necessary with document preparation, staff activities and/or other tasks.
  • Assist with office layout planning and office moves, and with coordinating with IT.
  • Responsible for all incoming and outgoing mail ensuring mail distribution to appropriate staff including scanning andemailing inbound mail to remote staff when needed.Assists in shipping out packages according to the needs of the staff and/or department.Responsible for inbound packages, ensuring they are routed to the correct staff and/or department.Follow-up with clinic leadership when needed.
  • Oversees cash courier services for corporate office and facilitates routine pickup schedule
  • Monitors office supplies and breakroom inventory; orders new supplies when inventory is low and takes the lead in restocking all ordered items; responsible for Amazon account maintenance.
  • Assists with corporate office special projects as needed.
  • Oversees office maintenance and is responsible for submitting tickets to building management as needed to ensure office is running smoothly.
  • Assists the Executive Assistant when asked with reports and/or arrangements, and even planning.
  • Ensures that all office doors as well as the front office door are unlocked/locked at opening and closing of each business day.
  • Coordinates interview schedules for provider candidates, sends out calendar invites, and assists candidates with reimbursement of their expenses.
  • Maintains Corporate directory.
  • Organize and maintain thorough and accurate records. Ensure security, integrity, and confidentiality of data.
  • Leads and develops general project management duties as directed/needed.
  • Responsible for the development, planning, and execution of office events including support for corporate staff meetings.
NONESSENTIAL FUNCTIONS
  • Responsible for the overall cleanliness of the office.
  • Assists in the care and maintenance of office equipment
  • Performs other duties as assigned.
  • Hours may vary and be outside of normal office hours depending on business needs.
MINIMUM JOB REQUIREMENTS
  • High School diploma or equivalent
  • Prior experience as an Administrative Assistant preferred.
  • Some College preferred.
  • Excellent customer service and communication skills.
  • Ability to plan, coordinate and organize administrative tasks and workflow.
  • Excellent communication skills, ability to take initiative, work well with an established team.
  • Excellent organizational skills.
  • Attention to detail.
  • Computer skills using Microsoft Office Suite (Word, Excel, Power Point, Outlook).
  • The ability to work in a constant state of alertness and in a safe manner.
  • Project management experience preferred.

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