Description: The Administrative Assistant is responsible for performing all administrative duties that support designated Marketing, Sales, and Business Development (MSBD) leadership, as specified by the department's standard office practices and procedures.
Provides clerical support to designated MSBD leadership. Serves as liaison between designated MSBD departments and other internal departments. Given the depth and scope of responsibility, this position requires a dependable, experienced, organized, and professional administrative assistant who is detail oriented and able to manage many activities independently.
The position requires a person who is able to exercise good judgment and navigate through obstacles without direct supervision. The position requires working with confidential information. The administrative assistant is expected to adhere to strict, moral, and ethical conduct regarding these matters.
Schedule meetings and maintain calendars, as requested.
Arrange conference rooms, conference calls, and other meetings and events.
Create and distribute agenda and meeting materials.
Arrange for all audio-visual and teleconferencing equipment.
Anticipate need for and ensure supported leaders have necessary documents for meetings and presentations.
Respond to incoming phone calls and email inquiries from various channels and route appropriately.
Screen and route calls appropriately.
Use professional, caring language and voice to address caller issues, problems and questions.
Provide inquiry resolution.
Escalate issues and gaps in systems and programs to internal resources, as needed.
Coordinate all administrative and logistical arrangements.
Review and appropriately distribute department mail.
Independently handle travel arrangements.
Order office supplies.
Photocopy, fax and file as needed.
Coordinate IT Help Desk issues.
Organize new hire onboarding which includes orientation, training plan, computer equipment, and telephonic equipment.
Organize and maintain confidential department files and records, including important financial documents.
Track and compile expense receipts and prepare monthly expense reports.
Maintain specialized project files used by team.
Process purchase orders and invoice requests.
Assist with development and oversight of routine department budget tracking following standard guidelines and protocols.
Prepare and format multiple interoffice communications (email), letters, reports, and confidential documents.
Screen supported leaders' email and prepare basic correspondence on behalf of those leaders, when appropriate.
Draft standard/recurring correspondence for leadership approval.
Communicate critical issues.
Assess urgency of situation and execute appropriate course of action.
Act as intermediary between leadership, their staff, and other departments to ensure timely resolution of issues.
Work with all KP departments to achieve a high level of customer satisfaction.
Provide excellent customer service to all internal and external callers or purchasers.
Identify opportunities for process and communication improvements among departments.
Detailed understanding and command of the features, benefits and proof points of the Kaiser Permanente Value Propositions (B2B, B2C and Physician/Integrated Delivery System) such that it can be effectively presented to convince and influence decision makers, management and executives at accounts to benefit Kaiser Permanente's positioning, growth, and perceived strategic value.
Three (3) years of administrative or comparable experience in complex organizational environments experience required.
High School Diploma is required.
License, Certification, Registration
Minimum of35 wpm word processing skills.
Proficient with Microsoft Office Suites, PowerPoint, Outlook, with the ability to adapt to new software and web based applications as needed required.
Customer service, interpersonal skills, and strong oral and written communication skills required.
Excellent organizational skills required.
Proofreading capabilities required.
Associate's degree in business administration or a related field preferred.
Primary Location: Maryland,Rockville,Rockville Regional Offices 2101 E.
Jefferson St. Scheduled Weekly Hours: 40 Shift: Day Workdays:
Mon, Tue, Wed, Thu, Fri Working Hours Start: 8:00 AM Working Hours End: 4:30 PM Job Schedule: Full-time Job Type: Standard Employee Status:
Regular Employee Group/Union Affiliation: Non-Union, Non-Exempt Job Level: Individual Contributor Job Category:
Sales and Marketing Department: Strategic Market Planning Travel: No
Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.
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