Administrative Assistant

Job Title: Administrative Assistant

Job Summary:

The Administrative Assistant provides high-level administrative and operational support to ensure efficient office functions. This role involves managing correspondence, coordinating activities, maintaining records, and supporting financial and program operations while serving as a key point of contact for internal and external stakeholders.

Key Responsibilities:

• Process and manage payment of claims and prepare invoices
• Maintain electronic files, including saving and organizing certificates of insurance
• Retrieve and distribute incoming mail
• Monitor and manage the division head’s email and calendar
• Track and forward correspondence between departments and external partners
• Participate in projects as a team member or lead initiatives when assigned
• Develop and implement administrative procedures and processes
• Draft and initiate correspondence requiring knowledge of organizational policies and procedures
• Maintain confidential and complex records and filing systems
• Interpret and communicate rules, regulations, and policies to internal and external stakeholders
• Oversee administrative operations, including requisitions, purchase orders, bookkeeping, and other fiscal duties
• Coordinate activities and communication across departments and with external partners
• Represent leadership or the organization at meetings, conferences, or events
• Develop and support training or educational programs
• Manage scheduling, appointments, and general office support tasks
• Utilize advanced office and data systems to compile, review, and verify reports and documents
• Identify and resolve discrepancies, escalating complex issues as needed
• Train, mentor, and support staff development
• Supervise administrative support staff as assigned

Qualifications:

• Strong organizational and multitasking skills
• Knowledge of administrative and financial processes
• Ability to handle confidential information with discretion
• Excellent communication and interpersonal skills
• Proficiency in office software and data management systems
• Ability to work independently and collaboratively