Administrative Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepares routine and confidential correspondence, periodical reports, meeting notices, presentation materials, and other documents in appropriate formats using word processing, spreadsheets, and graphics in an accurate, complete, and timely manner and ensures the integrity of confidential information.
• Maintain confidentiality at all times.
• Maintains calendars, assist in scheduling meetings and conferences, and prepare agendas and other materials for meetings. Make necessary arrangements, and notify attendees. Maintain, communicate, and administer future events.
• Composes, types and distributes meeting minutes, routine correspondence and other related materials.
• Greets visitors and guests and facilitates their requests. Answers phone calls that come into the department and refers to other departments as appropriate. May escort visitors to areas/destinations as needed.
• Create itineraries; book travel plans as required.
• Provide administrative support as required. Take required action during vice president/s absence referring matters to appropriate Vice Presidents or Directors to minimize the effect of their absence.
• Resolve routine inquiries.
• Prepare, process, and/or distribute incoming and outgoing mail.
• Establish and maintain hard copy and electronic filing systems within areas of responsibility.
• Initiate and promote new ideas, methods, and systems vital to maintaining an efficient, functional office environment. Actively participate in implementing office procedures as workloads and/or responsibilities increase.
• Order office supplies as necessary.
• Complete special projects as assigned.
• Comply with all Department and Company policies, procedures, and programs.
• Follow and comply with all safety and work rules and regulations. Maintain departmental housekeeping standards.
• Promote and maintain a flexible, cooperative, team oriented, customer focused and professional attitude within and between departments.
• Keeps Department & Vice President(s) aware of pertinent issues and information warranting their knowledge, action and/or resolution.
• Assists with administrative functions to support the Office of the President including providing support for Board of Directors meetings (as applicable). Performs these functions under the direction of the Vice President and/or Executive Assistant for the CEO.

EDUCATION AND/OR EXPERIENCE

Graduate of a High school educational program is required. Graduate of Administrative Assistant or a related College Degree Program preferred. Five to seven years experience in providing administrative assistant support required. Executive office environment preferred.

CERTIFICATION/LICENSURE

Prefer Certification as an Administrative Assistant

Notary Public of Wisconsin (within six months of hire)

OTHER SKILLS AND ABILITIES
Ability to respect the confidentiality of information both on and off the job, as well as be comfortable in an executive office environment.

Excellent phone etiquette, organization, interpersonal, and communication skills required.

Strong PC skills required, including Microsoft Office (Word, Excel, and Power Point). Good problem-solving, organization, motivation, multi-tasking, and follow-through skills.

Must be self-starter, dependable, and detail oriented.

Ability to take direction from multiple sources and prioritize tasks. Ability to work under pressure and in stressful situations and maintain attention to detail.

Ability to promote and maintain positive relationships as well as project and maintain professionalism with all levels of employees and management, as required.

LEVEL OF SUPERVISION

Some independent judgment is required, but alternatives are limited by standard practices or procedures.

PAY RANGE:

Mercyhealth is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, disability, or protected veteran status.

Mercyhealth offers competitive pay and a comprehensive benefits package including:

• Medical, Dental, Vision

• Life & Disability Insurance

• FSA/HSA Options

• Generous, accruing paid time off

• Paid Parental and caregiver leave

• Career advancement and educational opportunities

• Tuition and certification reimbursement

• Certification Reimbursement

• Well-being Programs

• Employee Discounts

• On-Demand Pay

• Financial Education

• Annual recognition/awards events

• Partner appreciation days

• Family entertainment/attractions discount

• Community service/improvement opportunities

Click here for more details regarding Mercyhealth Careers Benefit Information.

At Mercyhealth, we don't simply hire people, we empower employee-partners who are passionate about making lives better. As an integrated health system, we deliver exceptional, coordinated across seven hospitals, 85 primary and specialty clinics, and a team of over 7,500 professionals serving northern Illinois and southern Wisconsin.

Mercyhealth has been nationally recognized for our commitment to our people and culture, including:

• #1 in the nation on AARP's Best Employers for Workers Over 50

• One of Working Mother magazine's 100 Best Companies for Working Mothers

• A Top 50 Company and Top 10 Nonprofit for Executive Women