Administrative Assistant Job at Lighthouse Hospice and Palliative Care in Downer

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Job Summary

The Administrative Assistant plays an essential role in ensuring efficient daily office operations by providing comprehensive clerical and organizational support. This position is responsible for managing calendars, scheduling appointments, preparing documents, maintaining organized filing systems, and coordinating internal and external communication. The Administrative Assistant will serve as a primary point of contact for staff, visitors, and external partners and will support the Executive Assistant in daily tasks and special projects. Proficiency in Microsoft Office (Excel, Word, Outlook, etc.) and strong attention to detail are essential for success in this role.

Job Qualifications

• Education: High school diploma required; Associate’s degree in Business Administration or a related field preferred.
• Licensure: Current Driver’s License.
• Experience: Minimum of one year of administrative support experience in an office environment. Prior experience supporting leadership or executive staff is preferred. Experience in healthcare or hospice settings is a plus but not required.
• Skills: Strong organizational skills with the ability to prioritize and manage multiple tasks efficiently. Excellent verbal and written communication skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.) and general office technology. Ability to maintain confidentiality and handle sensitive information with professionalism and discretion. Strong attention to detail and accuracy in work.
• Transportation: Reliable transportation and valid auto liability insurance.
• Physical and Mental Effort: Prolonged sitting; light lifting up to 20 lbs; frequent use of computer and standard office equipment.
• Environmental Conditions: Routine office environment, moderate noise levels, flexible schedule, occasional extended hours, local travel may be required, exposure to inclement weather.

Essential Functions

• Utilizes effective communication skills when directing phone calls, greeting visitors, and assisting staff or external contacts.
• Provides comprehensive clerical and organizational support to ensure efficient office operations, including managing calendars, scheduling appointments, and handling correspondence.
• Prepares, organizes, and maintains documents and files; assists with copying, scanning, and records management.
• Monitors, orders, and maintains inventory of office supplies, forms, and other operational materials.
• Facilitates communication systems by distributing mail, managing phone systems, routing messages appropriately, and ensuring information is delivered in a timely and professional manner.
• Performs data entry, basic computer support, and updates to electronic and paper-based information systems.
• Provides clear and effective communication to team members and external healthcare professionals while always maintaining strict confidentiality.
• Supports the Executive Assistant with assigned tasks, projects, scheduling, and administrative coordination.
• Assist with scheduling and coordinating meetings, appointments, and training sessions for the Executive Assistant.
• Assist in preparing reports, presentations, and correspondence.
• Assist with the implementation and tracking of operational policies and procedures.
• Assist with addressing and resolving operational challenges in collaboration with the Executive Assistant.
• Perform other tasks and duties as assigned by the Executive Assistant.

Benefits

Medical, Dental, Vision, and Life Insurance, Employee Assistance Program, Referral Program, Paid Holidays, PTO Accrual, and 401(K).

Seniority Level

Entry level

Employment Type

Full-time

Job Function

Administrative

Industries

Hospitals and Health Care