Administrative Assistant
Description
Transitions Care is seeking a full-time Administrative Assistant. As the Administrative Assistant you will play an essential role in supporting the operational efficiency and executive management of the organization.
This multifaceted position encompasses a broad range of administrative, executive support, and operational duties, including managing communication channels, organizing meetings and events, handling mail and packages, depositing checks, and printing marketing materials.
The ideal candidate will possess strong organizational skills, keen attention to detail, and the ability to manage sensitive information discreetly.
Duties and Responsibilities
- Administrative Support : Provide comprehensive support, including managing calendars, scheduling meetings, arranging travel, coordinating events, and handling correspondence.
- Communication Management : Draft and distribute emails, memos, reports, and presentations. Maintain professional communication with internal and external stakeholders.
- Meeting and Event Coordination : Prepare agendas and documents, take minutes, and ensure meetings and events run smoothly.
- Mail and Package Handling : Sort and distribute incoming mail and packages. Prepare outgoing mail and packages, utilizing postage meters and shipping software as needed.
- Check Deposit : Utilize a check scanning device to deposit checks, ensuring accurate and timely processing of transactions.
- Marketing Material Production : Responsible for the in-house printing of marketing or other requested materials, ensuring high quality and timely availability for campaigns and events.
- Information and Record Management : Manage confidential files and records. Develop efficient systems for document filing and retrieval.
- Research and Reporting : Conduct research and provide summaries or reports on various topics. Analyze data and present findings.
- Office Organization : Maintain cleanliness and organization of the mailroom and common office areas. Assist with general office tasks, such as photocopying, filing, and data entry.
- All other duties as assigned.
The above statements are intended to be a representative summary of the major duties and responsibilities performed by incumbents of this job.
The incumbents may be requested to perform job-related tasks other than those stated in this description
Requirements
Education and Experience
- High school diploma required; bachelor’s degree in business administration, healthcare administration, or a related field preferred.
- Experience in administrative support roles, with preference given to candidates with experience supporting executives or in mail handling.
- Strong organizational and time management skills with the ability to prioritize effectively.
- Excellent verbal and written communication skills, with a high level of attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable using virtual meeting platforms and mailroom equipment.
- Proficiency in Google Workspace : Google Drive, Google Docs, Google Sheets, and Gmail.
- Ability to handle sensitive and confidential information with discretion.
- Strong interpersonal skills and the ability to foster positive relationships with internal and external stakeholders.
- Proactive and self-motivated with the flexibility to adapt to changing priorities and manage unexpected situations.
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