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Executive Administrative Coordinator

2 months ago

Rapid City, South Dakota, United States Great Plains Tribal Leaders Health Board Inc Full time
Job Overview

Position Title: Administrative Assistant
Reporting To: Senior Director of Patient Services

Role Summary:
This role is pivotal in delivering comprehensive administrative support to executives and facilitating the organization of external events. Under the guidance of the Executive Affairs Coordinator, the Administrative Assistant will manage information requests, perform clerical duties, handle correspondence, assist visitors, and coordinate meetings and conference calls for executives.

Key Responsibilities:

  • Collaborate closely with the Executive Affairs Coordinator and executives to uphold the mission and values of Great Plains Tribal Leaders Health Board Inc.
  • Manage and organize executive schedules, including travel arrangements, meetings, and conferences.
  • Maintain an updated contact list for executives.
  • Sort and distribute incoming correspondence, including postal mail, and manage electronic communications.
  • Track and reconcile executive credit card expenditures and submit necessary documentation to Finance.
  • Prepare requests for invoice processing and maintain office supplies and inventory.
  • Ensure the functionality of administrative office equipment and coordinate maintenance requests.
  • Create, edit, and distribute various documents, including reports and meeting minutes, ensuring accuracy and consistency.
  • Organize and maintain records, compile data, and verify information for accuracy.
  • Facilitate travel authorizations and lodging arrangements for meetings and training sessions.
  • Assist in the coordination of meetings and events, including preparing materials and setting up technology.
  • Welcome visitors and track attendance at meetings, fostering positive relationships with internal and external partners.
  • Utilize software tools effectively, including MS Word, Excel, and Outlook, as well as virtual meeting platforms.

Professional Expectations:
Exhibit attention to detail in all tasks and maintain a respectful work environment. Work independently while effectively managing time and prioritizing tasks. Engage professionally with all staff and stakeholders, promoting a culture of wellness and respect.

Qualifications:
A high school diploma or GED with at least one year of relevant experience. Proficiency in computer applications and the ability to maintain a flexible schedule are essential. A valid driver's license is required, and candidates must pass background checks as part of the hiring process.

This position does not carry supervisory responsibilities but may involve training new employees in basic job functions.