Administrative Assistant

Overview

Job Summary 

The Administrative Assistant is responsible for performing routine clerical and administrative functions for HMA departments and divisions. This includes drafting correspondence, scheduling appointments, preparing expense reports, coordinating travel, supporting meeting and event logistics, maintaining calendars, and assisting with special projects

Responsibilities

Work Performed

• Communication and Correspondence

  • Manage correspondence, including emails, mail, and phone calls.

  • Respond to inquiries and direct them to the appropriate colleague or department.

• Administrative Support

  • Assist with expense report preparation for colleagues.

  • Maintain Outlook calendars and schedule meetings or appointments as directed.

  • Input data into databases and prepare documents.

  • Provide administrative support to HMA offices and departments as needed.

• Travel Coordination

  • Coordinate travel arrangements and itineraries with the travel department.

• Event and Project Management

  • Actively participate in the logistics and management of assigned HMA events.

  • Assist with special projects as assigned.

• Cross-Departmental Collaboration

  • Collaborate with other departments and external partners.

• All other duties as assigned. 

Qualifications

Education/Training

Minimum of a high school diploma or GED required; associate degree in business or related discipline preferred. Notary certification preferred. 

Experience

Minimum of 1 year of experience in event management and/or supporting multiple executives preferred.

Knowledge, Skills and Abilities

• Proficient with Microsoft Suite, Zoom, Teams, and Smartsheet.

• Solid time management skills.

• Excellent attention to detail and organizational skills.

• Exceptional oral and written communication skills.

• Superior interpersonal skills.

• Ability to multi-task.

• Ability to effectively coordinate events and logistics simultaneously.

• Ability to manage significant recurring responsibilities with unpredictable short-term demands.

• Ability to be proactive, flexible, and able to switch gears quickly from one project to the next.

• Capable of handling confidential information in a discrete manner.

• Ability to work extended hours when deadlines are approaching. 

Core Competencies 

Job Level Competencies 

• Attention to Detail – Carefully reviews work for accuracy and completeness. Avoids errors and inconsistencies in deliverables.

• Initiative - Proactively identifies opportunities, offers solutions, and acts without being prompted. 

EEO

Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)