Administrative Assistant

Reporting directly to the Director of People and Culture (DPC), the Executive Assistant provides executive support to the DPC and completes a wide range of administrative tasks for DPC, including managing appointments, preparing confidential correspondence, and processing documents. Ensures smooth communication between DPC’s office and internal departments, demonstrating leadership and maintaining credibility with senior management. Supports HR processes by coordinating pre-employment checks, onboarding, and audits, while also managing employee badges and office supplies.

Duties Include:

• Completes a broad variety of administrative tasks for DPC including: managing an extremely active calendar of appointments; completing assigned reports; composing and preparing correspondence that is sometimes confidential and processing, routing and filing of documents.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the DP&C.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Provides a bridge for smooth communication between the DPC’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Prepares meeting agendas, takes minutes and distributes materials to meeting participants as assigned.
• Researches new products and processes to improve operations.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the DP&C's ability to effectively support the organization.
• Greets the public and internal guests, directing them to the appropriate location and ensuring their needs are met in a timely fashion.
• Facilitate the review of MCHC’s HR and organizational policies and support the advancement of policies through the approval process.
• Coordinates pre-employment physicals, background screens, license verification, and conducts new hire meetings on the employee’s first day, to ensure all paperwork is reviewed and completed, including the i-9.
• Prepares new hire and benefits packets, notifies internal partners and EDD of new hires, so that network access and other pertinent
• Manages employee/visitor badges.
• Assists with audits, pertaining to employee files, training, licensure, etc.
• Coordinates and prepares onboarding schedules and site visits/interviews upon request. Completes reference checks and employment verifications upon request.
• Inventories and orders office supplies, as needed.
• Travels to other sites as needed.
• Performs other duties as assigned.

Benefits Offered:

• Medical, Dental, & Vision Insurance
• Paid Time Off
• Life Insurance
• 401k Match
• Flexible Spending Account
• And more...

REQUIRED QUALIFICATIONS:

• High School Diploma or General Education Degree (GED)
• 5-10 years of experience supporting professional or management roles.

PREFERED QUALIFICATIONS:

• Advanced degree or related certification
• Strong work tenure: Five to ten years of experience supporting C-Level Executives, preferably in a non-profit organization
• Two or more years’ experience in a healthcare facility or related experience