Title: Administrative Assistant - Business Operations

Status: Full-time, Exempt

Salary: $50k-$60k / year

Essential job functions/duties

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Embody the core values of the organization: Integrity, Equity, Collaboration, Innovation and Excellence
• Administratively support the Director of Administration and Project Management
• Administratively support company executives as required
• Administrative tasks include but are not limited to:
  • Answering phone calls and resolving issues or triaging to appropriate department
  • Scheduling meetings across all departments and organization wide as needed
  • Supporting visitors to facilities
  • Making travel arrangements for senior staff members such as booking flights, hotels, and creating itineraries as necessary
  • Data entry, data analysis, report-building, and presentation creation
  • Event coordination for organization as well as departmentally as needed
  • Processes invoices, makes payments, tracks receipts, and files documents
  • Maintains supply inventory
  • Developing/implementing departmental SOPs/Processes/etc.
• Own projects 
• Project coordinator support
• Assist with company tactic development and management

Knowledge/skills/abilities requirements

• At least two (2) years of Administrative Assistant experience supporting leadership positions (Director-level or VP) for small to mid-size companies (100-500 employees preferred)
• At least one (1) year of project management experience
• Proficient with Microsoft Office Suite such as Outlook and Teams
• Familiar with office equipment: printer, scanner, copier, laptop, etc.
• Excellent Microsoft Excel skills
• Ability to create professional, cohesive, and effective presentations for internal and external use
• Impeccable written and verbal communication skills
• Meticulous attention to detail and organizational skills
• Strong time-management skills and ability to meet deadlines
• Ability to balance multiple tasks, projects, and deliverables to ensure execution in a timely manner
• Experience with some budget management and expenses preferred
• Prior experience using project management software such as BirdView preferred

Education, credential, or training required

• Bachelor’s Degree in Business Management, Communications, or related field preferred
• Valid state driver’s license in good standing without a suspension or conviction is required

Supervisory responsibilities

• None

Work environment

Onsite role -- Clinic and office settings

Physical demands

• Able to lift at least 50 lbs.
• Able to sit for long periods (at least 75%)
• Able to type and do computer work for long periods

Travel requirements

• Some interoffice travel is required with use of company vehicle or mileage reimbursement

Work authorization/security clearance requirements

Must have valid documentation and authorization to work in the U.S.

Benefits & Perks:

• Health, Dental, Vision (with HSA plans and employer contribution)
• PTO
• Continuing Education reimbursement
• 5 Days Sick Time
• 401K with 6% company match
• Short & Long Term Disability
• Educational Assistance

Work authorization/security clearance requirements 

• Must have valid documentation and authorization to work in the U.S. for any employer

Our company requires COVID-19 vaccinations for all current and future employees. Exemptions can be requested for those with a reasonable health or a religious/sincerely-held belief accommodation.

Affirmative Action/EEO statement

It is the policy of the Institute for Liver Health DBA Arizona Liver Health and Arizona Clinical Trials to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by the company where appropriate. 

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Other responsibilities may be communicated directly by the reporting manager/supervisor. Duties, responsibilities, and activities may change at any time with or without notice.

Notice to Staffing Agencies: It is our policy that any and all contact with third party staffing or recruitment vendors come through our Talent Acquisition Team directly. We have an established and preferred network of contracted partners that we engage if and when we deem it necessary. We request that staffing agencies refrain from repeatedly contacting our hiring managers or employees directly. Unsolicited resumes, onsite solicitations, and inquiries will not be considered or responded to. Overly persistent or forceful inquires may also be blocked across our network at the domain level as spam. Thank you for your understanding.