Sales & Marketing Administrative Assistant

Essential Activities And Tasks

• Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings.
• Multi-tasks as a shared support resource for multiple executives effectively anticipating and fulfilling administrative and communications support activities.
• Manages detailed calendar activity requiring interaction with internal and external executives and assistants, as well as board members, consultants, or vendors.
• Captures, transcribes, and distributes minutes of meetings.
• Provides technical support for meetings and presentations.
• Makes travel arrangements.
• Prepares memos, letters, reports, slide presentations, handouts, flyers, etc. as requested.
• Takes mail to post office as needed.
• Processes daily paperwork (i.e. work orders, reports, invoices, check requests, etc.), then reviews and follows-up regarding the status of the paperwork.
• May verify physician license renewals, medical sanctions, NPI numbers, enter the information into the electronic medical records systems, and also maintain a list of the life plan community physicians.
• Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.
• Adheres to the records management system policy and procedures for the department and ensures departmental staff does the same.
• Operates within the standard company practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Financial, Assets, and Materials Management

• Processes check requests and pays invoices and expenses.
• Collects forms from new vendors used to add them to the accounting system.
• Maintains departmental expenses placed on credit cards and P-cards.
• Records budgetary expense information.
• May develop and maintain a system for purchasing office supplies for the department.
• May assign purchase order (PO) numbers to PO request, notify staff of the PO status, make PO adjustments, as necessary, and file paperwork appropriately, if applicable.
• May review and process pay applications, distribute copies, and save in job folders.
• May assist the Corporate Accounts Receivable Department with resident communications regarding past due charges and account status at a life plan community.

Customer Relations and Service Delivery

• Helps with board, staff, resident, and/or patient events as requested.
• Serves as a key administrative contact and liaison by interfacing with board members, life plan community and home health and hospice staff, residents, patients, and family members as directed by the supervisor.
• Reviews and responds to compliments, complaints, and grievances from residents, patients, staff members, and other constituents as directed by the supervisor.
• May fill in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors.

Qualifications

• All other duties as assigned.
• Education: High school diploma or equivalent required.
• Experience: Two years experience in a professional office setting in an administrative/clerical role supporting a department and/or management.
• Must be able to type a minimum of 75 words per minute.
• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet.
• Other Requirements: Must be able to read, write, speak, and understand the English language.

Working Conditions And Special Requirements

• Sitting - Up to 8 hours/day
• Standing - Up to 3 hours/day
• Walking - Up to 2 hours/day
• Lifting, pushing, pulling, and moving equipment, supplies, etc. - Up to 50 pounds
• Risk Category for Exposure to Bloodborne Diseases - III