The Office Administrative Assistant is responsible for managing a range of administrative tasks including preparing and formatting correspondence and reports, coordinating schedules and meetings, and supporting departmental projects. In addition, the role includes front desk responsibilities such as answering phones, greeting visitors, receiving mail and packages. This position requires a high level of discretion, organization, and the ability to handle multiple priorities in a fast-paced environment.

QUALIFICATIONS:

• Three to five years experience in an administrative support role requiring discretion, judgment, and performance of a wide range of secretarial/admin support functions is required 
• Pre-hospital, healthcare, or aviation experience preferred
• Demonstrated ability to organize and work independently and with a team
• Working knowledge of the Microsoft office suit of programs; Excel, PowerPoint, etc.
• Ability to compose specialized or sensitive correspondence and reports
• Ability to edit documents for grammar, punctuation, etc. and general functionality
• Effective positive human relations skills including tact, diplomacy, discretion and ability to work with all levels of staff and leadership
• Ability to communicate effectively and efficiently, both written and oral
• Ability to process large mailings, expense reports, and travel arrangements as needed
• Acute attention to detail

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides internal and external customer service and facilitates Administrative Office operations
• Serves as the first point of contact by answering phones and directing calls on the main phone line, as well as greeting in-person visitors and coordinates proper staff access
• Receives and distributes incoming mail and packages. Processes outgoing mail and packages using online systems
• Prepare and edit correspondence, reports, and presentations as needed. Files, retrieves, reviews, responds to and distributes documents and/or correspondence, which may be complex and confidential
• Provides travel coverage backup
• Runs errands, as required
• Provides administrative support to departments
• Assists with special projects, as assigned 
• Schedules and coordinates meetings
• Attends meetings to take detailed minutes
• Handles confidential information with discretion
• Manages and maintains office supplies inventory, placing orders as needed
• Operates standard office equipment such as PC, facsimile, copier, and multi-line telephone