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Job Profile

Senior Administrative Assistant

Job Number: 19912

Job Description

RTI Health Solutions is currently looking for an Adminstrative Assistant. The ideal candidate should have strong administrative experience, exhibit excellent multi-tasking skills, and demonstrate pro-active leadership in all administrative matters. The candidate should also possess strong computer skills, including significant experience with MS Office and Adobe Acrobat programs. Event planning skills/experience are a plus. Proven time management skills with the ability to apply judgment to prioritize and work in a fast-paced environment are a must. The candidate will have excellent verbal and written communication skills when interacting with internal employees and external clients. The candidate must be self-motivated, highly detail-oriented, and exhibit problem-solving skills, speed, and accuracy in managing tasks. The candidate will demonstrate professionalism and have the ability to work both independently and as a team player. The position requires a high level of tact and integrity due to a great frequency of interaction with senior-level internal and external contacts and regular exposure to confidential data.

Job Responsibilities

  • Provide outstanding administrative support for assigned practice area(s) within RTI Health Solutions
  • Meet and greet visitors
  • Answer, screen, and route RTI Health Solutions phone calls
  • Run business-related errands as necessary
  • Copy, file, print, and prepare mail for FedEx, US Mail as requested
  • Distribute incoming mail, deliveries, FedEx packages and faxes received
  • Order office supplies, business cards, printer/copier paper, toner cartridges, stationary, mail, and kitchen supplies
  • Complete expense reports for all supported staff and assist staff with Time & Expense system questions
  • Process and track purchase requisitions and subcontractor, consultant, and purchase order requests using the RTI Health Solutions’ systems
  • Maintain confidential electronic and hard copy files
  • Prepare monthly departmental publication report for senior management
  • Complete and submit HR-related forms as requested for employee status changes
  • Prepare correspondence; produce and proof documents
  • Track, maintain, and publish calendars for staff vacation, holidays, and business conferences
  • Register employees for conferences; purchase professional memberships and maintain membership renewals
  • Conduct new hire employee orientation (set up office, schedule introductory and ongoing meetings, order business cards, train on timesheet system, complete IT and admin checklist, distribute HS handbook and information, etc.)
  • Manage the scheduling and execution of internal and external meetings (including coordination of MS Outlook meeting requests, conference room reservation, catering, AV setup, telephone/web conference lines/links)
  • Coordinate travel arrangements
  • Assist in event planning and management and provide hospitality/catering for meetings (greet visitors, order & set up meals/catering, arrange transportation/hotel, reserve conference rooms, arrange for AV setup, develop agenda, coordinate speakers, provide for onsite logistical support, take notes, etc.)
  • Liaise between staff and ITS Help Desk for computer issues including, but not limited to, software/hardware issues and conference room and equipment set up
  • Provide backup coverage for other administrative and support staff during absences and work overload situations, as necessary

Education Requirements

  • • Requires High School Diploma or greater

Other Requirements

  • High School Diploma and 10+ years of experience as an administrative assistant OR
  • 2-year degree with 2-5 years of experience

Additional Information

  • The ideal candidate should have strong administrative experience, exhibit excellent multi-tasking skills, and demonstrate pro-active leadership in all administrative matters. The candidate should also possess strong computer skills, including significant experience with MS Office and Adobe Acrobat programs. Event planning skills/experience are a plus. Proven time management skills with the ability to apply judgment to prioritize and work in a fast-paced environment are a must. The candidate will have excellent verbal and written communication skills when interacting with internal employees and external clients. The candidate must be self-motivated, highly detail-oriented, and exhibit problem-solving skills, speed, and accuracy in managing tasks. The candidate will demonstrate professionalism and have the ability to work both independently and as a team player. The position requires a high level of tact and integrity due to a great frequency of interaction with senior-level internal and external contacts and regular exposure to confidential data.