About the position
To provide support for top level executives by providing executive level administrative support including clerical support, receiving clients/visitors, arranging travel, correspondence, and scheduling meetings. The role involves preparing reports by gathering and assembling data, preparing correspondence, answering telephone calls, taking and delivering messages, and welcoming guests for Executives. The position requires maintaining confidentiality and protecting operations by keeping information secure. The individual will contribute to team efforts by accomplishing related results as needed, maintain inventory of office supplies, ensure the operation of office equipment, and schedule travel and conferences for Executives and Provider staff. Additionally, the role includes making appointments and changes to appointments for Executive Staff and Providers, serving as the primary point of contact for Executives, processing purchase orders, developing and maintaining records, files, and spreadsheets, functioning as backup for Human Resources, assisting in preparation for Board Meetings, and carrying out other duties as assigned.
Responsibilities
- Prepares reports by gathering and assembling data
- Prepares correspondence, answers telephone, takes/delivers messages
- Welcomes guests for Executives
- Maintains confidence and protects operations by keeping information confidential
- Contributes to team effort by accomplishing related results as needed
- Maintains inventory of office supplies
- Ensures operation of office equipment, orders maintenance for office equipment as necessary
- Schedules travel and conferences for Executives and Provider staff
- Makes appointments and changes to appointments as needed for Executive Staff and Providers
- Serves as primary point of contact for Executives
- Makes and processes purchase orders as needed
- Develops and maintains records, files, and spreadsheets as needed
- Functions as backup for Human Resources
- Assists in preparation for Board Meetings
- Assists other administrative departments as directed
- Carries out other duties as assigned
Requirements
- High school diploma or General Education Development (GED) equivalent
- 1 year minimum of progressively responsible clerical experience
- Valid Texas Driver's License, appropriate driving record, and auto liability insurance that meets the minimum required by State of Texas statute
- Ability to interact with the public and coworkers in a friendly, enthusiastic and outgoing manner
- Reliable transportation per the requirements of the position
- Strong attention to detail
- Ability to adhere to all client related policies and procedures including confidentiality
- Mental and physical health sufficient to meet the demands of the position
Nice-to-haves
- Strong written and verbal communication skills
- Reporting skills
- Supply management
- Computer software skills including proficiency in Microsoft Office products
- Organizational skills
- Time Management Skills
- Problem Solving Skills
- Energetic and forward thinking with high ethical standards and an appropriate professional image
