Job Description

Job Description

Job Description

Executive Assistant needed for a large hospital in Mullica Hill for a long-term assignment. October -April (6 months)
Pays $30.00-$35.00 an hour
Benefits: Health Insurance, Vacation and PTO available after completion of required hours worked.
Hours Monday-Friday---8:00am-4:30pm

Major Function:
Performs secretarial functions for Vice Presidents, Senior leaders, administrative staff, department heads and others as assigned. Acts as purchasing agent for the department; maintains emotional stability and calm disposition and can relate positively with all levels of professionals.

The Executive Administrative Assistant plays a key role in supporting daily departmental operations and ensuring an exceptional experience for visitors, employees, and leadership. This role requires strong organizational skills, attention to detail, and a commitment to maintaining professionalism in all communications and interactions.

Key Responsibilities

Front Desk & Visitor Relations

• Greet all visitors promptly and warmly; identify their needs and direct them appropriately.
• Maintain a professional, positive, and welcoming presence at all times.
• Demonstrate strong customer service by smiling, making eye contact, and introducing yourself.

Telephone & Communication Management

• Answer incoming calls courteously and within three rings.
• Identify self and department, then ask, “How can I help you?” in a professional manner.
• Transfer calls to the appropriate party or take detailed and accurate messages when needed.
• Ensure timely delivery of all messages to the correct recipient.

Administrative & Clerical Support

• Record, transcribe, and distribute meeting minutes in accordance with organizational policy (within one week or as directed).
• Open, sort, and distribute incoming mail twice daily (or as assigned).
• Maintain a two-week stock of supplies and ensure timely reporting of equipment repair needs.
• Operate and maintain office equipment, including fax machines, copiers, and computers.

Scheduling & Coordination

• Schedule and confirm appointments and meetings as directed.
• Reserve meeting rooms, arrange catering, and coordinate room setup with Housekeeping as needed.
• Maintain and update appointment calendars daily.

Documentation & Recordkeeping

• Keep all project documentation organized, accurate, and up-to-date.
• Support the maintenance of administrative manuals and ensure policies are reviewed and distributed according to schedule.

Event & Project Support

• Assist in preparing for special events such as luncheons, workshops, and departmental meetings.
• Coordinate logistics, catering, and communication for smooth event execution.

Education & Experience

• High school diploma or equivalent required; associate’s degree preferred.
• 2+ years of administrative or office support experience in a professional environment.

Knowledge, Skills, & Abilities

• Strong secretarial and administrative skills with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) .
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational ability to manage multiple priorities in a fast-paced setting.
• Professional demeanor and ability to interact with all levels of staff and visitors.
• Willingness to participate in ongoing training and professional development opportunities.

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