ADMINISTRATIVE OPERATIONS ASSISTANT

Definition and Role
The position of Administrative Operations Assistant will report directly to the SVP of Administrative Operations. This role supports the management of multiple programs and projects across the organization, ensuring their alignment with key strategic goals. The Administrative Operations Assistant will be responsible for optimizing day-to-day operational processes, assisting in project coordination, and providing administrative support to ensure the successful execution of various initiatives. This position also involves critical administrative tasks, including calendar management, email management, travel coordination, and communication liaison, ensuring the executive's operational efficiency. The Administrative Operations Assistant will collaborate with cross-functional teams, including IT, Clinical, HR, and Marketing, to streamline operations and ensure impactful outcomes.

Key Responsibilities:
Program and Project Support:

• Assist in the execution of strategic projects and programs under the guidance of the SVP of Administrative Operations.
• Help define project objectives, timelines, and milestones to ensure on-time delivery and continual improvement.
• Coordinate efforts across teams, ensuring effective communication and alignment on project goals.
• Monitor progress and assist in resolving challenges to maintain project momentum.

Administrative Support:

• Calendar Management: Schedule meetings, manage appointments, and ensure the executive is aware of their commitments. This includes rescheduling and prioritizing meetings as needed.
• Email Management: Screen emails, respond to routine inquiries, and flag important messages for the executives attention.
• Travel Arrangements: Book flights, hotels, car rentals, and create detailed travel itineraries to ensure seamless travel experiences.
• Meeting Preparation: Prepare agendas, take meeting minutes, and ensure the executive has necessary materials for meetings, such as reports or presentations.
• Communication Liaison: Act as a gatekeeper between the executive and others, including clients, team members, and external partners, managing phone calls and correspondence.
• Expense Management: Track and process expenses, prepare reports, and manage the executives budget.

Process Management and Improvement:

• Analyze existing workflows and assist in implementing process improvements to enhance operational efficiency.
• Standardize reporting and tracking tools to support streamlined program execution.
• Identify areas for improvement and suggest innovative solutions to optimize productivity.

Collaboration and Team Support:

• Act as a point of contact between various departments and stakeholders to ensure smooth coordination of projects and programs.
• Promote teamwork and support cross-departmental collaboration by fostering positive working relationships.
• Provide administrative support to project teams, ensuring the timely completion of tasks and project deliverables.

Performance Monitoring and Reporting:

• Assist in tracking and reporting on project performance, providing updates to the SVP of Administrative Operations.
• Help maintain project documentation, including status reports, charters, and workflows, ensuring transparency and clear communication.
• Assist in the preparation of performance reports, highlighting key metrics and project outcomes.

Project Coordination and Document Management:

• Assist with tracking the progress of ongoing projects, following up with team members, and ensuring deadlines are met.
• Organize and manage files, create and proofread documents, and handle confidential information securely.

Research and Event Planning:

• Conduct market research, competitor analysis, or gather information needed for presentations or strategic decisions.
• Organize company events, conferences, or dinners, handling logistics and ensuring smooth execution.

Time Management and Client Relations:

• Help the executive prioritize tasks and manage their time effectively by organizing their day and ensuring they focus on high-priority tasks.
• Maintain relationships with clients and stakeholders, scheduling follow-up meetings, and handling communication on behalf of the executive.

Qualifications

• Bachelors degree in business administration, healthcare administration, or a related field.
• 1-3 years of experience in administrative support or project coordination, preferably in a healthcare or operational setting.
• Strong organizational, time management, and multitasking skills.
• Proficiency in Microsoft Office Suite and project management software.
• Strong communication and interpersonal skills, with the ability to manage competing priorities.
• Ability to work independently and collaborate effectively in a team environment.