Administrative Assistant - Strategy & Communication

At St. Tammany Health System, delivering world-class healthcare close to home is our goal. We are committed to attracting and retaining the very best professionals, and the pristine beauty of St. Tammany Parish adds to our attractive compensation package. The health system is nestled in the heart of Covington on the north shore of Lake Pontchartrain—a peaceful, scenic, community-oriented area with an abundance of amenities.

About the Role

Duties include receiving and distributing all administration mail and packages, greeting visitors in a professional, courteous, and timely manner, and directing them to proper personnel or meeting rooms. Take messages, provide basic information as required, and operate the phone console to receive and refer calls. Perform various clerical duties, build PDF reports, PowerPoint presentations, Microsoft Excel spreadsheets, email reports, and custom dashboards. Provide secretarial and administrative support to the Chief Strategy Officer and Directors in the Communication and Marketing and Business Development Departments. This position is highly administrative, with common tasks including managing multiple leaders’ calendars, maintaining departmental policies and procedures, and ensuring all documentation complies with Joint Commission and Hospital Policies. Review utility invoices and credit card expenses for accuracy and submit for approval. Maintain confidential information in accordance with STHS policy.

Responsibilities

• Receive and distribute administration mail and packages.
• Greet visitors professionally and direct them to appropriate personnel or meeting rooms.
• Take messages and provide basic information to callers and visitors.
• Operate phone console to receive and refer calls.
• Reorganize workload to meet deadlines and tolerate interruptions.
• Perform clerical duties, including building PDF reports, PowerPoint presentations, Microsoft Excel spreadsheets, email reports, and custom dashboards.
• Provide secretarial and administrative support to the Chief Strategy Officer and Directors in Communication, Marketing, and Business Development.
• Manage multiple leaders’ calendars simultaneously.
• Maintain and revise departmental policies and procedures.
• Maintain all Strategy, Communication and Marketing, and Business Development documentation and files in compliance with Joint Commission and Hospital Policies.
• Review utility invoices and credit card expenses for accuracy and submit for approval.
• Maintain confidential information according to STHS policy.

Requirements

• High school graduate or equivalent.
• Three (3) years of experience in clerical and administrative duties with minimum direct supervision.
• Knowledge of general office procedures and advanced experience in Microsoft Outlook, Word, and Excel.
• Ability to operate office equipment, including copier and fax machine.
• Experience in typing memos, correspondence, reports, and other documents.
• Experience in taking formal minutes preferred.
• Demonstrated competence in administrative skills, including recordkeeping, purchasing/procurement, inventory management, and complex calendar coordination.
• Excellent reception skills, including gatekeeping, customer service, phone manners, and email etiquette.
• Clear speaking voice and professional appearance and attitude.
• Ability to think quickly, solve problems, and handle confidential information with discretion.
• Strong attention to detail, organization skills, and ability to meet deadlines and multitask.
• Proficiency in Microsoft Office Suite and basic knowledge or awareness of content management systems.
• Ability to establish and maintain rapport with all levels of hospital colleagues, visitors, and patients.
• Excellent interpersonal and communication skills, both oral and written, with proper grammar and spelling.

Physical Demands

• Must possess good physical health.
• Requirements include standing, sitting, or walking for long periods of time.
• Lifting at least 10 pounds is required.
• Physical effort required:
• Constant (67%-100%): talking, hearing, seeing.
• Frequently (34%-66%): stooping, reaching.
• Occasionally (1%-33%): lifting, carrying, pushing/pulling, balancing, crouching, handling/feeling.

Scheduled weekly hours: 40