Executive Assistant

Primary Duties and Responsibilities

• Prepares correspondence, reports, agendas and spreadsheets
• Arranges appointments, conferences and travel
• Covers meetings, takes meeting minutes, maintains files
• General office duties: filing, faxing, photocopying and ordering office supplies for department
• Manages multiple calendars
• Interacts effectively with Directors, Managers, patients, internal staff and representatives of public agencies and businesses
• Handles phones and assists visitors and interacts with various vendors
• Prepares expense reports
• Prepares presentations
• Plans and coordinates multiple projects for completion
• Handles all incoming/outgoing correspondences for department
• Maintains a positive working relationship with staff

Qualifications

• Microsoft Office/Word/Excel/Outlook
• Excellent Communication Skills
• Excellent Customer Service Skills
• Bi-lingual Spanish/English (preferred)
• Ability to work as a team player and work independently
• Reliable transportation
• Must be able to travel from facility to facility

Physical Requirements and Working Conditions

• OSHA Category 3 Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment.
• The work is majority of the time sedentary in nature.
• The employee is regularly required to communicate, frequently required to use repetitive motions, move, remain stationary, regularly push, pull and lift up to 20 pounds and occasionally push, pull and lift up to 40 pounds.
• Must possess mobility to work in a standard office/clinic setting (in some cases both settings) and to use standard office/clinic equipment, including a computer, stamina to maintain attention to detail despite interruptions, read printed materials and use a computer, and communicate in person and over the telephone.