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Senior Administrative Assistant

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  • Job
    Full-time
    Senior Level
  • Customer Relations
    People, HR & Administration
  • Oak Brook

Requirements

  • High school or equivalent 5 years administrative secretarial experience or Associates degree and 3-4 years administrative secretarial experience
  • Typing 55+ wpm preferred
  • Good skill level using MS office software; Word, Excel, Power Point
  • Familiar with multi-line phone system and e-mail
  • Effective and professional interpersonal communication skills
  • Good organizational skills
  • Ability to prioritize work load and ability to support multiple managers
  • Ability to organize and prioritize workload independently and respond to multiple simultaneous requests
  • Excellent written and verbal communication skills are essential
  • Ability to work in changing environment
  • Ability to work independently but able to recognize when to seek assistance
  • Strong customer service and team orientation required
  • Work requires extensive times sitting at the desk performing typing and phone work
  • Work requires repetitive use of keyboard and mouse skills
  • Ability to stay focused and calm in a busy and stressful environment and handle multiple tasks while under time constraints
  • Interact appropriately and professionally with all levels of management, physicians and associates while providing excellent customer service
  • Willingness to work extra hours (i.e. evening meetings) as necessary

Responsibilities

  • Provide secretarial and administrative support
  • Type letters, memos, reports and other types of correspondence as instructed. Independently compose correspondence for signature if appropriate.
  • Screen and respond to phone inquiries and refer appropriately when necessary.
  • Open and screen mail and suggest needed actions.
  • Maintain files.
  • Type and revise policies and procedures as needed.
  • Work closely with Advocate management and secretarial staff as required.
  • Prepare and maintain schedules as instructed by executive.
  • Prepare agendas
  • Take minutes; transcribe and distribute minutes in a timely manner.
  • Take part in meeting discussions when appropriate.
  • Schedule internal and external meetings and keep supervisors’ calendar. Schedule recurring meetings, reschedule meetings as requested or to resolve conflicts, provide maps and directions for supervisors’ convenience.
  • Make arrangements for meeting rooms and food delivery when appropriate.
  • Keep executive informed of personal issues (birth of child, bereavement, etc.) of physicians and associates as appropriate. Order flowers, charitable contributions, or cards as appropriate.
  • Assist all members of management as needed.
  • Promote teamwork and work closely with other administrative staff to ensure coverage of department at all times. Assist other administrative staff with special projects.
  • Maintain Notary Public certification.

FAQs

What are the primary responsibilities of the Senior Administrative Assistant?

The primary responsibilities include providing secretarial and administrative support, managing schedules, organizing meetings, taking minutes, and ensuring effective communication between senior management and other associates.

What qualifications are required for this position?

A high school diploma or equivalent with 5 years of administrative secretarial experience, or an Associate's degree with 3-4 years of relevant experience is required.

Are there specific skills needed for this job?

Yes, candidates should have good typing skills (55+ wpm preferred), proficiency in MS Office (Word, Excel, PowerPoint), effective communication skills, and strong organizational abilities.

What types of tasks will I be doing on a daily basis?

Daily tasks include typing correspondence, screening phone inquiries, maintaining files, preparing agendas for meetings, taking and distributing minutes, and handling personal matters for executives as needed.

Is experience with a multi-line phone system necessary?

Yes, familiarity with a multi-line phone system is required for effectively managing phone inquiries and communications.

Will I be required to work extra hours?

Yes, there may be a need to work extra hours, including attending evening meetings, as necessary.

What is the work environment like for this position?

The work environment involves extensive sitting at a desk for typing and phone work, managing multiple tasks under time constraints, and interacting with various levels of management and associates.

Is this position suitable for someone who prefers independent work?

While independent work is often required, the role also emphasizes teamwork and collaboration with other administrative staff, so an ability to work closely with others is important.

What is the role of customer service in this position?

Providing excellent customer service to physicians, associates, and patients is a fundamental aspect of this role, ensuring effective communication and support.

Do you provide training for the administrative tasks?

Yes, training and support will be provided to help familiarize the incumbent with specific responsibilities and organizational processes.

Science & Healthcare
Industry
1001-5000
Employees
2018
Founded Year

Mission & Purpose

Advocate Aurora Health and Atrium Health are now Advocate Health – the fifth-largest nonprofit integrated health system in the U.S. Advocate Health is the fifth-largest nonprofit integrated health system in the United States –created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois, Atrium Health in the Carolinas, Georgia and Alabama, and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care, with Wake Forest University School of Medicine serving as the academic core of the enterprise. Headquartered in Charlotte, North Carolina, Advocate Health serves nearly 6 million patients and is engaged in hundreds of clinical trials and research studies. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs nearly 150,000 team members across 67 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to equitable care for all, Advocate Health provides nearly $5 billion in annual community benefits.

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