Sr Administrative Assistant

Oakbrook Terrace, Illinois, Overview Summary Statement : Provides administrative support to the Joint Commission International Accreditation (JCIA) Executive Director and JCIA leadership team, as well as overall departmental support for JCIA. Responsibilities include oversight and maintenance of assigned departmental email inboxes; coordination of calendars and meeting schedules for assigned staff as well as departmental functions; preparation of International Accreditation correspondence, maintenance, and support of surveyor management databases, supplies and equipment ordering, and general reporting. Responsibilities Position Accountabilities: Timely answer all incoming calls and inquiries from the assigned email inboxes. Forwards calls and inquiries to appropriate person/department; takes messages; and assists callers whenever possible. Receives, opens, and reviews all incoming mail (paper and electronic). Triages and determines disposition of correspondence (i. e. , forward to Account Management, JCIA Executive Director, other JCIA staff. ) Determines whether certain pieces should be forwarded to other Enterprise departments and forwards as appropriate. Sends out mail, requesting special handling or services as needed, such as express or special delivery.

Performs a variety of duties specific to assigned department, such as preparation of accreditation materials or financial statements, preparation of special reports and collection and organization of materials needed for department staff members. Schedules meetings, appointments and speaking engagements as directed. Books meeting rooms and makes other arrangements as needed, such as meal or beverage service. Confirms attendance for meetings. Makes travel arrangements as directed for JCIA leadership team. Outlines travel constraints and schedule requirements. Verifies arrangements upon completion. Maintains all files, including correspondence, reports, expenses, proposals, and miscellaneous items. Maintains confidentiality of records. Types materials, including letters, memos, papers, speeches, proposals, outlines and forms.

Transcribes correspondence as dictated. Maintains files as required. Ensures that the offices area always has adequate supplies. Includes ordering of business cards for JCIA Cetral Office and Field Office staff. Complete special projects and other support and administrative functions as assigned Qualifications High school diploma or GED; additional course work in secretarial services preferred. 2-4 years of secretarial experience. Proficient with Microsoft products (i. e. , Word, Excel, PowerPoint, Adobe, etc. ) This job description is intended to describe the general nature and level of work performed by an employee assigned to this position.

The description is not an exhaustive list of all duties, responsibilities, knowledge, skills, and abilities, and working conditions associated with this position. All requirements are subject to possible modification and reasonably accommodate individuals with disabilities.

Source ⇲