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Administrative/Clerical
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045282 Requisition #
Thanks for your interest in the ADMIN SECRETARY position. Unfortunately this position has been closed but you can search our 732 open jobs by clicking here.

Education: HS Diploma or GED required. Associate’s Degree in a Business related field preferred.

Experience:

* Five years Executive Administrative experience required
* Management of multi-task responsibilities simultaneously
* Budget/report preparation
* Collaborating with people at multiple levels in a complex organization
* Computer literacy: Microsoft Windows, Word, Excel, Power Point, Adobe, Visio or other flowchart/diagramming tools, and Outlook as well as adaptability to learn new automated systems as required.
* Ad hoc project work in support of the departments teams beyond the traditional administrative / office work (e.g., on-line searches, basic report construction)
* Must have excellent verbal and written communication and interpersonal skills


DIMENSION/SCOPE

The position is an integrated part of the division’s teams. The Executive Administrative Secretary role adds value to the teams both in the more traditional administrative elements and especially in the project management applications.

1. Project Support (35%)

a. Work on ad hoc and sustained project issues with the VPs, directors and managers in each department as applicable.

b. Develop data into Excel spreadsheets and create routine formulas.
c. Do online searches from established data bases according to each individual department; interpret and synthesize the information.
d. Download and format information into useful tables.
e. Develop board level material including PowerPoint from draft notes.
f. Manage the periodic entry and reporting of the Balanced Scorecard, Department Volume Dashboard and monthly market share reports.


2. Administrative Elements (50%)

a. Coordinate meetings with other senior administrators; elicit cooperation in calendar adjustments for all participants; set-up and follow-up meeting arrangements (off-sites, food, reservation, agenda, etc) with clear communications and collegial follow-up to participants’ secretaries.

b. Manage all the individual VP’s calendars and priorities through Outlook application including Tasks and Contacts. Manage travel arrangements and expense reports for the departments.

c. Present the departments in a professional manner both in person and on the telephone to guests, vendors, and all other staff of Premier Health Partners.

d. Compose, type, proofread and edit a variety of materials (Word, Excel, Power Point) ensuring a high degree of accuracy in spelling, grammar and punctuation.

e. Manage the department’s filing system both electronically and hard copies that intuitively allows recall of source documents spanning several years.

f. Anticipate and initiate actions, balanced with seeking guidance as necessary.

g. Recognize and guard confidentiality in a broad range of issues.

3. Office Operations (10%)

a. Maintain stock and reorder office supplies as necessary.
b. Operate and maintain all office equipment.
c. Order supplies within Strategic Sourcing guidelines as appropriate and manage invoices.

4. Financial Stewardship (5%)

a. Support the departments budgeting process for all VP’s and Directors.
b. Track the budgets versus variance and appropriate reports.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

o Strength: Physical Demand Category – light, requiring some lifting.

o Talking: The ability to speak, read and write English and perform complex mathematical calculations.

o Hearing: Average

o Vision: Correctable to 20/40

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