Senior Administrative Assistant - The Midtown Group : Job Details

Our client, a well-respected Texas State Agency, is seeking a Senior Administrative Assistant to join it's team for a 6 month contract within their Health Division.

With the Health Division, you'll be joining a passionate team of self-motivated change agents united by

our mission: driving to design the delivery of high-quality healthcare for nearly three-quarters of a million

active and retired Texas public educators. The healthcare industry is complex and we're a team of

problem-solvers who are up for the challenge. With a focus on innovation and collaboration to catalyze

the market, we spend nearly $4 billion annually on healthcare to make a difference in our members' lives.

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Position Summary

The Senior Administrative Assistant is responsible for providing administrative support, including

event planning, calendar assistance, and clerical work. The employee will respond to both 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.

Key Accountabilities

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 % of Time Spent 40%

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, trainings, 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 Health Division. 40%

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 inserts and envelopes.

• Greets office visitors.

• Completes special projects as needed.

• Other duties as assigned. 20%

Knowledge, Skills, and Abilities

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.

Minimum Required Qualifications

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.

Required Registration, Certification, or Licensure

• None

Preferred Qualifications

• Experience working within or supporting finance or healthcare functions.

• Proficiency in Microsoft products like Outlook and Excel.

• Experience maintaining SharePoint site(s).