Clínica Monseñor Oscar A. Romero is hiring: Administrative Assistant in Los Ange

Join to apply for the Administrative Assistant role at Clínica Monseñor Oscar A. Romero

Position Title: Administrative Assistant to Executives

Department: Administration

Position Reports to: COO/COS

Overview

The Administrative Assistant will provide administrative support to Senior Management (C-Suite) by completing tasks in a timely and accurate manner. This role will include a wide variety of administrative functions including, but not limited to, assisting in event planning and preparation, maintaining all internal documents with confidentiality, and acting as back up to the Executive Assistant in their absence.

Responsibilities

• Answer telephones in a courteous and timely manner for proper transfer and re-routing of calls
• Provide administrative support to senior leaders, including email correspondence and distribution of memos, letters, spreadsheets, forms, and faxes
• Create accurate written versions of audio recordings, review and edit transcriptions done by speech recognition software, and identify any inconsistencies
• Sort mail and distribute to the appropriate departmental personnel
• Serve as a source of information and referral on a variety of topics
• Establish and maintain accurate, up-to-date files, including confidential files
• Coordinate and arrange meetings (internal as well as external), prepare agendas, and arrange travel and lodging
• Prepare, record, and maintain accurate minutes for meetings and distribute to all participants
• Maintain electronic and paper files of grants, grant applications, and programmatic contracts
• Order and oversee office supplies and food deliveries for group and staff meetings
• Assist various departments with data entry as needed
• Prepare memos, letters, forms, and reports from drafts, marginal notes, or verbal instructions
• Maintain privacy and confidentiality of data information
• Demonstrate a positive, proactive attitude in responding to customer needs
• Work cooperatively and effectively with others
• Seek out additional duties to promote continuity of operations
• Complete assignments by the end of the scheduled shift
• Other duties as assigned

Qualifications

• College degree; relevant, verifiable work experience may be substituted for college-level education
• Proficiency in Microsoft Office; Word and Excel
• Bilingual (English/Spanish) preferred; excellent writing skills
• Excellent organizational skills for self and others
• Great interpersonal skills; pleasant and professional telephone etiquette
• Ability to work under pressure and to work flexible hours
• Ability to handle and maintain confidential information
• If travel is required, must present a valid California driver's license and current automobile insurance
• Able to work and communicate effectively with people of diverse culture, education and economic backgrounds
• Ability to move/lift up to 15 pounds

Observe Policies

• Observe regulations on time card use and reporting
• Maintain attendance as per policy
• Maintain a clean and safe work area
• Follow general Safety/Employee Health policies and procedures including Fire regulations
• Maintain a current annual health screening
• Maintain the privacy and confidentiality of clients with regard to personal records and program development
• Display clearly visible identification
• Treat all employees, clients, neighborhood committee members, board members, volunteers and other customers with respect and courtesy in accordance with non-discriminatory policies and procedures
• Conduct only work-related conversations when clients are waiting for service
• Do not discuss other staff members, policies, problems or medical care in public areas of the clinic

Job details

• Seniority level: Entry level
• Employment type: Contract
• Job function: Administrative
• Industries: Administrative and Support Services

Locations/related postings may be listed elsewhere in the original description but are not included here to maintain focus on the role.