Job Title: Administrative Assistant
Department: Patient Advocacy
This position communicates in a clear, professional and articulate manner.
Manages the calendars of Events at PA, Senior Director of Patient Advocacy
Some support will be provided for Associate Directors level on specific projects related to patient engagement, grant activation, and other distinct project.
Ensure seamless operational execution of patient engagements with all of the systems; HCPES, GEARS, etc.
Processing of SOW's and budget reconciliation with oversight from Christen Weekes
Prepares, processes, and reconciles expense reports, credit card for Senior Director of Patient Advocacy.
Prepares travel arrangements, including domestic and international, and creates detailed itineraries.
Communicates in a clear, professional and articulate manner. Able to communicate complex information/data in a simple manner both orally and in writing.
Schedules and coordinates onsite and offsite meetings including but not limited to managing invitations, tracking responses, coordinating speakers, entertainment, transportation, dining/catering, and presentation materials, tracking budgets, etc., in accordance with manager and/or staff instructions.
Answers telephones, transfers calls, takes accurate messages, and appropriately responds to internal and external requests for information and/or clarification. Receives all visitors and handles all registration and/or scheduling for any onsite or offsite guests.
Prepares, processes, and reconciles all expense reports, credit card statements, invoices, purchase orders, accounts payables, etc. with minimal oversight and in accordance with Company policies and procedures.
Prepares all travel arrangements, including domestic and international, and creates detailed itineraries.
Produces complex letters, memos, reports, presentations, spreadsheets, and/or other documents with minimal direction.
Proofreads and edits all documents prior to finalizing.
Assists with department budget preparation and tracks variances.
Completes other special projects as directed by manager or staff.
Performs miscellaneous filing, organizing, faxing, mailing, duplicating, etc.
Collaborates and provides necessary support for other administrative staff, when necessary.
May be responsible for records management and aggregate spend tracking for department.
Performs other duties as assigned.
EDUCATION, EXPERIENCE, KNOWLEDGE AND SKILLS:
High School Diploma/GED required or in lieu of Diploma/GED four years of administrative assistant experience in addition to minimum years of experience required.
Minimum of 5 years of administrative experience supporting one or more individuals
Strong computer literacy with intermediate skills in Microsoft Outlook, Word, Excel or PowerPoint.
Strong organizational skills.
Ability to multi-task, learn and adapt quickly, and problem-solve and operate in a fast-paced environment.
Ability to work individually or as a team.
Excellent verbal and written communication skills.
Understanding of mid-size corporate structures including corporate policies and procedures.
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