Administrative Assistant (7049)

Details of the Role

Job Description

The Administrative Assistant performs various administrative, operational, and financial tasks. In addition to supporting the Clinical Director, duties include supporting Executive Leadership members, scheduling, preparing agendas and documenting corresponding meeting minutes, and supporting general administrative activities.

This role requires the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will have exceptional oral and written communication skills, will establish boundaries, achieve buy-in, and model a professional but welcoming tone. The ability to remain highly organized in an environment that requires flexibility to achieve evolving demands in the services we provide is essential. Mastery of Microsoft Office products is required.

The Executive Administrative Assistant will ensure the efficacy and efficiency of day-to-day operations and reduce and streamline administrative tasks for executive and senior leaders. No workday is ever the same, and there are countless opportunities to support critical needs within our community and develop long-lasting and meaningful connections.

Essential Functions

• Compile and disseminate information as requested by the Clinical Director.
• Oversee the daily functions of BCRI's Residential and Outpatient Services
• Prepare correspondence, memorandums, presentations, and miscellaneous reports.
• Prepare the Clinical Director for a variety of key/important meetings, presentations, discussions, etc., by researching and gathering critical information, preparing briefs, outlining remarks, drafting presentations, developing agendas, conducting follow-up, and updating the Clinical Director on the status and details of critical and sensitive matters.
• Help manage the Clinical Director's schedule and calendar and coordinate shared meetings with Executive Leadership, Management, Staff, Partners, and Stakeholders.
• Monitor correspondence and requests, reviewing with the Clinical Director to appropriately triage, address, and respond as appropriate, prioritizing items of critical importance.
• Coordinate travel arrangements including transportation, lodging, meals, and agendas for the Clinical Director and occasionally other members of Executive Leadership.
• Monitor the status of project deliverables from design to execution, as assigned.
• Coordinate and attend meetings and special events as required; prepare agendas and record, transcribe, and distribute minutes as requested.
• Track and maintain Key Performance Indicators (KPIs) and To-Dos documentation.
• Support activities for advocacy, legislative engagement, and community outreach as assigned.
  
  

What You Need

Education and Experience:

• Bachelor’s Degree preferred
• 5 years’ experience providing progressive administrative support to organizational leadership in a healthcare setting.
• 3 years' experience collaborating or leading broad special projects or assignments.
  
  

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.