Administrative Assistant II

Knowledge, Skills, and Abilities

• Exemplary customer service skills including written and verbal communication and demonstrate WORLD CLASS customer service and behaviors in all interactions.
• Excellent telephone and people skills.
• Experience in making travel arrangements including coordination of flights and accommodations for domestic travel.
• Highly skilled in using the personal computer and contemporary software packages, proficiency in spreadsheet development is required.
• Ability to write creatively and without error.
• Proficient in maintaining hard copy and electronic filing systems.
• Ability to communicate effectively with persons from all educations, cultural, social and economic backgrounds.
• Ability to learn quickly and engage in a number of detailed tasks at once.
• Competence in both oral and written English.
• Ability to maintain confidential and sensitive information; ability to understand and follow instructions.
• Proficient in managing multiple calendars including coordinating, scheduling, and handling logistics for successful and efficient meetings.
• High level of professionalism and business etiquette.
• Demonstrate initiative, independence, and compliance.
• Ability to sit, stand, bend, lift and move intermittently during the workday.
• Must have strong flexibility in regard to the duties assigned, and the hours necessary to complete them.

Qualifications/Education Requirements

Completion of High School diploma and at least 2-5 years of experience or equivalent training and experience to include progressively responsible administrative and coordination experience working in a corporate/executive office environment directly supporting senior staff.  Superior working knowledge of administrative practices including coordination, planning, and office management.  Strong writing and grammar skills highly desired.  Requires exceptional organizational skills and accuracy when working with details, and flexibility to adjust to changing priorities and work on multiple projects. Reliable transportation, a valid Mississippi driver’s license, liability insurance as required by the state, and willingness to travel are required.

Physical Demands

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Coastal Family Health Center is committed to working with and providing reasonable accommodation to qualified individuals.

Core Competencies

• Receives all correspondence for the COO/CFO and replies to mail not requiring the COO/CFO’s attention. Routes non-essential matters requiring action to other senior staff and follows up to ensure that actions were taken.
• Coordinates schedule of COO/CFO.
• Keeps COO/CFO informed of appointments.
• Keeps abreast of COO/CFO’s immediate and long-term commitments and plans; identifies conflicts, flags problems for their intervention and makes changes as appropriate.
• Submits purchase requests for administrative office activities.
• Support meetings by collecting, editing, copying and assembling reports and minutes including, but not limited to: Leadership, Practice Managers, External, and others as requested. Prepares meeting minutes as needed.
• Handles all meeting room logistics. Secures briefing materials and documents for meetings.
• Regularly handles confidential and/or sensitive information and is astute as to how these materials should be handled in a variety of mediums (email, hard copy, oral information, etc.)
• Establishes and maintains a solid hard copy and electronic filing system for the Offices of the COO/CFO.
• Prepares memos, letters and other correspondence for Executive team.
• Establishes and responds to changing deadlines and priorities; accepts or declines invitations to meetings and makes arrangements for attendance by senior leaders when
• Secures requested materials from appropriate departments and committees.
• Answers questions and handles routine matters.
• Redirects calls and visitors to appropriate resource, as needed.
• In the absence of the COO/CFO, assumes responsibility for ensuring that requests for action or information, which would normally receive their attention, are made known to responsible managers or staff personnel who can satisfy the request. Monitors resulting activities for the purpose of briefing the COO/CFO.  Uses discretion to determine whether matters should immediately be brought to their attention.
• Communicates regularly with staff, and internal and external customers and partners to schedule meetings and secure documents.
• Routinely collaborates with Executive Assistant to ensure unity and acts as a backup as needed.
• Create and modify documents in Microsoft Office software including Excel spreadsheets.
• Provides office orientation for new employees if needed.
• Set up accommodation arrangements for company visitors.
• Perform general clerical duties to include, but not limited to photocopying, faxing; mailing, scanning, emailing, and filing.
• Performs other duties as requested/required.
• Upholds, complies with, and enforces the Core Principles and Code of Conduct.