What are the responsibilities and job description for the Administrative Assistant position at ChaseSource?
The Health Benefits Administrative Assistant provides administrative support, including event planning, calendar assistance, and clerical work. The employee will respond to internal and external correspondence and inquiries, maintain databases, policies, and procedures, and coordinate on-site events. This position will proactively work with Health staff, agency employees, and external vendors.
Description
Calendar and Event Support
• Responds to scheduling requests for meetings with both internal and external partners.
• Communicates quickly and professionally to all inquiries.
• Coordinates with conference spaces, IT, and facilities to ensure the success of events.
• Prepare materials such as agendas, printed slide decks, and any other physical materials required for events.
• Exercises independent decision-making around prioritizing meeting schedules when scheduling key meetings for the Health Division.
• Organize internal Health Division meetings, like monthly birthday events and quarterly division meetings
Administrative Support
• Coordinate and execute travel requests and expense reports for the Health Division.
• Arrange schedules for traveling staff, including members of the leadership team.
• Facilitate requisition requests for conferences, training, certification, and other purchases as needed.
• Reconcile requisition requests monthly.
• Create and maintain internal processes and procedures.
• Manage permissions and site contents of Health Division SharePoint.
• Help maintain calendar of events for the Health Division.
General Office Support
• Performs general office duties including ordering supplies, making copies, faxing documents, and typing and processing forms, correspondence, and other documents.
• Maintains department office supplies and paper goods, including letterhead, publication insert,s and envelopes.
• Greets office visitors.
• Completes special projects as needed.
• Other duties as assigned.
Knowledge of:
• General office practices and administrative procedures.
• Privacy laws and standards.
Skills in:
• Organizing and prioritizing work to manage a high-volume workload in a fast-paced environment and in completing detailed work assignments while meeting daily deadlines.
• Time management around handling multiple tasks simultaneously with different levels of priority.
• Attention to detail to ensure accuracy in tasks such as high-level correspondence, scheduling, and document preparation.
• Effective verbal and written communication
• Providing quality customer service.
Ability to:
• Independently work and manage schedule to effectively accomplish routine and special tasks and projects.
Required Education
• Bachelor’s degree in Business Administration or a related field.
Required Experience
• Three (3) years of full-time directly related progressively responsible administrative or general office experience.
• Two (2) or more years of managing executive’s calendars.
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