The Administrative Assistant is responsible for supporting the Executive Assistant(s) and the Administration department through a variety of general clerical duties and special projects.

ESSENTIAL JOB FUNCTIONS:

• Provides general administrative support at the front desk reception area of the Administration department, including but not limited to greeting and monitoring guests and visitors, ordering lunches and/or refreshments for meetings, managing petty cash, coordinating reservation of company cars, ordering supplies, etc.; may be required to provide backup and coverage for Administrative Assistants at other locations as needed.
• Manages conference room schedules and assists in setup and cleanup for meetings.
• Responsible for internal and external communications, i.e., receives, sorts, and routes daily incoming/outgoing mail/faxes/packages according to policies and procedures.
• Prepares bulk mailings, including but not limited to folding, inserting into envelopes, applying postage, and sorting/batching mail.
• Coordinates with other departments and staff to ensure mail, storage/inventory and other functions run smoothly.
• Translates documents, marketing materials, and other communications from English to another language, and vice versa, as needed.
• Reviews translated materials for accuracy, clarity, and cultural appropriateness; coordinates with external translation vendors and internal stakeholders to resolve discrepancies.
• Assists in other office tasks to support the Administration Department, such as filing, making photocopies, word processing or typing, coordinating and ordering special office supplies, purchasing and picking up food or meals, preparing conference rooms for meetings, etc.
• Gathers necessary signatures and approvals for checks, forms, etc.
• Supports the Executive Assistant with answering phone calls and internal requests for assistance.
• Coordinates and assembles corporate marketing/press packages.
• Manages access to and updates content on Sharepoint Intranet site as needed.
• Manages and updates company/staff directory, phone directory, employee listings and new hire postings on Sharepoint.
• Monitors and keeps track of stored items and inventory.
• Takes and prepares meeting minutes for various internal meetings, as needed.
• Assists with data entry work.
• Assists with filing and maintenance of central files, both on paper and electronic.
• Performs outreach efforts to assist with meeting the NEMS’ organizational goals, which may include calling and speaking with patients over the phone or preparing patient mailings to deliver care reminders; provides basic instruction to patients according to guidelines and scripts; makes appointments for patients and/or updates patient information in the Epic electronic health record system as needed.
• Performs other job duties as required by manager/supervisor.