Office Professional - Medical

Position Summary

The Office Services Professional provides high-level support for executive management including heavy calendar management and successful coordination of business meetings. Serve as liaison between the executive and other departments within the organization. Oversee various administrative functions and processes, functions as the organization's point person for outside vendors and service providers. Monitors inventory and places orders for office equipment, supplies, or provisions. Manages internal finance processes, including accounts payable, payroll processing, employee expense reports, reimbursements, petty cash, and time tracking. Supports HR and employment activities, including employee onboarding, interview coordination, training initiatives, and other special projects.

Essential Duties And Responsibilities

The essential functions include, but are not limited to the following:

• Manage executive calendar, requiring interaction with internal and external executives and assistants to schedule a variety of business meetings
• Handle incoming and outgoing phone and electronic communications on behalf of executive management and route incoming calls to appropriate party quickly and efficiently
• Coordinate travel arrangements and reservations for executive management as needed
• Independently create well-organized, grammatically correct memos and reports for distribution to members of various departments
• Accounts payable (about 40%)
• Help manage the ATS to coordinate onboarding and other employment activities for new hires/current employees
• Maintain highest level of confidentiality
• Exercise administrative judgment; assume responsibility for decisions, consequences, and results impacting staff, costs, and/or quality of service within the functional area
• Perform other duties as assigned
  
  

Minimum Qualifications (Knowledge, Skills, And Abilities)

• High School diploma required; Bachelor’s degree preferred
• Five years or more experience as an executive administrative assistant in a fast-paced work setting
• At least 2 years of Quickbooks experience
• Previous experience coordinating with HR a plus
  
  

Knowledge, Skills, And Abilities

• Advanced working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook
• Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the company to outside parties
• Excellent interpersonal, oral, and written communication skills
• Excellent writing, proofreading, and editing skill
  
  

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.