Administrative Assistant

SUMMARY

The Administrative Assistant provides high-level support to executive leaders, ensuring smooth daily operations and effective coordination across departments. Key responsibilities include managing complex calendars, scheduling and rescheduling meetings, preparing reports, and maintaining essential documentation. This role also assists with recruitment activities, tracks key performance and incentive metrics, and coordinates onboarding processes. Additionally, the assistant oversees monthly and quarterly reporting, coordinates employee recognition activities, and supports event planning for management meetings and social functions. Strong organizational, communication, and multitasking skills are essential, along with the ability to maintain confidentiality and manage priorities in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES Includes but not limited to the following:

• Calendar Management: Schedule, maintain, and update the executive leaders' calendar, including key meetings like 1:1s, leadership huddles, and manager meetings.
• Incentive Tracking: Monitor leadership incentives for quality and growth goals.
• New Hire Orientation: Support new hire orientation by sending onboarding emails, document collection, binder creation, and conduct sessions.
• Attendance Tracking: Keep a manager attendance record for scheduled meetings.
• Meeting Preparation: Prepare PowerPoints and arrange lunches for manager meetings.
• Support Provider Recruitment: Coordinate interviews, reference checks and onboarding.

Project-Based Work

• Event Coordination: Support management events such as social gatherings, recognition lunches, and holiday dinners.
• Communication Oversight: Handle emails, group lists, and shared drive for SVHC.
• Employee Recognition: Coordinate awards, organize themed gifts, track milestone gifts, and create award templates
• Invoice Processing: Verify invoices and route for approval.
• Certification and Immunization Tracking: Ensure licenses/certifications are up-to-date and immunizations are on file.
• Training Coordination: Schedule autoclave, advanced patient care, Epic, and other monthly supervisor/leadership trainings.
• Other duties as assigned by senior management

EDUCATION and/or EXPERIENCE 

REQUIREMENTS:

SUPERVISORY RESPONSIBILITIES 

KNOWLEDGE: The jobholder must demonstrate current competencies applicable to the job position. 

• Excellent customer service 
• Problem resolution skills 
• Critical thinking skills and ability to analyze datasets
• Effective verbal and writing skills 
• Microsoft Office knowledge (Word, Excel, and Outlook) 
• Demonstrates customer-focused interpersonal skills and interacts effectively with practitioners, the interdisciplinary healthcare team, community agencies, patients, and families who may have diverse opinions, values, and religious and cultural ideals.
• Demonstrates ability to work autonomously and be directly accountable for results
• Demonstrates flexibility 
• Exhibits capability to influence and negotiate individual and group decision making
• Possesses skills to function effectively in a fluid, dynamic, and rapidly changing environment
• Displays proven ability to positively influence behavior and outcomes