Job: Administrative Assistant I

Title Administrative Assistant I
Categories VasoHealthcare Jobs
Location Plainview, NY
Department Administration
Reports To President
Job Information

Job Description:

This individual provides administrative support to the Senior Leadership Team. Duties include frequent project-based work, site visit coordination, travel assistance, and scheduling of company meetings and/or events. This individual must project a professional company image through phone interaction to field sales team and external business contacts and must also possess a strong knowledge of Microsoft PowerPoint, Word, Outlook and Excel. Independent judgment is required to plan, prioritize and organize diverse workload.

Roles and Responsibilities:

  • Provide general administrative assistance to President and other Leadership team members.
  • Coordinate company Site Visit Program logistics, including travel arrangements, approvals and tracking and provides quarterly analytics and reports on program success.
  • Track corporate credit card expenses and provides monthly reconciliation to VHC Controller and VHC Finance Manager.
  • Enroll company new hires in business-related programs and applications for travel, communication and expenses.
  • Book and manage travel for company-sponsored meetings including National Sales Meeting, annual Region Meetings, RSNA and other events as needed. Includes scheduling of conference space, guest travel, A/V requirements, food & beverage, entertainment and other event-related details.
  • Book interview space and travel arrangements for potential VHC candidates during interview process.
  • Maintain Master Contact Spreadsheets, updating and distributing monthly.
  • Schedule company all-hands calls utilizing WebEx/conference lines and administers follow-up surveys.
  • Take notes and compile actions during Leadership Team meetings and distributes to team promptly.
  • Track company inventory (projectors, cameras, laminator, etc.).
  • Create, modify and proofread documents and presentations as requested by President and other Leadership Team members using appropriate Microsoft Office products.
  • Establish, update and maintain filing systems – both electronic and hard copy – providing information to President and Leadership Team as needed.
  • Manage, coordinate and support project-based work in partnership with President and Leadership Team.
  • Perform general clerical duties, including photocopying, faxing, mailing and filing.
  • Professionally manage confidential and time-sensitive materials.
  • Respond to occasional phone calls and other communications from field sales team, staff and customers.

Knowledge, Skills and Abilities Required

  • Superb organizational skills with an ability to multitask and prioritize projects to meet deadlines
  • Enthusiastic and willing attitude
  • Effective customer-service skills
  • Proclivity for overachievement
  • Strong verbal and written communication skills
  • Excellent problem-solving abilities
  • Functional knowledge of Microsoft Word, Outlook, Excel and PowerPoint
  • 2 years of experience minimum
  • Undergraduate degree preferred

This position reports directly to the President for VasoHealthcare. This position has no supervisory responsibilities. Position is based out of Plainview, NY office.

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