Humera - Administrative and Professional Staffing

Administrative Assistant III

Location
Minnetonka, MN, United States
Salary
Contact For Rate
Posted
Oct 20, 2017
Closes
Oct 31, 2017
Job Type
Employee
Employment Status
Full Time
Humera is seeking an Administrative Assistant III for our client, a for our client, a major healthcare provider, in Minnetonka, MN.
This person will help to support the Health Services Team and Directors. This person in this role will also be helping to absorb work from the current Executive Assistants but also provide direct support to a few Directors.
This person should be comfortable with ambiguity and able to work in an environment that is always changing, and comfortable with day-to-day tasks that are not routine.
This is a long term contract opportunity.
Duties:
Effective Calendar Management
  • Proactively manage schedules, set up meetings and provide phone support
  • Follow-up coordination to ensure all parties have needed information and are adequately prepared
  • Ensure the office operates effectively and efficiently; direct reports and customers are provided with information and materials they need
Administrative Support
  • Maintain inventory of office supplies, create and maintain filing systems and electronic databases
  • Typing and dictation
  • Initiates/tracks business justifications and other forms (staff action forms)
  • Preparation and follow-through on sign-off of expense reports
  • Copying printing, faxing and filing
  • Participate actively in team of persons responsible for telephone coverage for department
  • Track and manage signature authority for invoices
  • Preparation of presentations, documents, memos
  • Project and training support as needed
  • Works with Admin team to maintain Admin Support Email Inbox
  • Back up assistance to other projector coordinators/executive assistants in the department management
Coordination of activities and data management
  • Assist in project management activities, including research as needed.
  • Demonstrate a high level of MS Word, PowerPoint, Outlook and Visio proficiency
  • Prepare documents and presentations- utilizing research and analytical skills
  • Maintain organizational charts
  • Clear communication
  • Seek clarity when unclear to confirm direction, timing, etc.
  • Participate in staff and departmental meetings assisting in the identification and resolution of problems
  • Establish collaborative working relationships with all customers, internal and external, in a professional and courteous manner both in written and verbal communication
Time Management
  • Plan meetings & confirm location for meetings
  • Proactively manage conflicting meetings & maintain calendars
  • Act as main internal & external resource for Directors availability
  • Distribute agendas
  • Plan travel agenda as needed

Requirements:
Minimum Education Level: Associates

Years of experience required: 3+ years of Admin Assistance or relatable experience

Specific types of experience required:
  • Advanced skills in Microsoft Office suite and Internet aptitude and spreadsheet experience highly preferred
  • Sound writing skills: content development; grammar and spelling
Skills/ Abilities/ Personality Traits:
  • Dynamic
  • Flexible
  • Able to work in a fast pace environment
  • Ability to maintain high levels of confidentiality
  • Able to deal with ambiguity
  • Go-getter
  • Good at building relationships with colleagues/Directors
  • Ability to achieve a high degree of accuracy
  • Professional demeanor
  • Team player

Schedule:
Mon - Fri 8:30am- 5:00pm