North American Partners in Anesthesia

  • Front Office Administrative Assistant

    Job Locations US-NY-Melville
    # of Openings
    1
    Category
    Administration
  • Overview

    NAPA is seeking a polished and professional full-time Front Office Administrative Assistant to handle client-facing duties and a wide variety of confidential administrative functions as assigned. Must ensure effective delivery of our Business Objectives with minimal supervision.  The ideal candidate must possess excellent communication and multitasking skills, a positive attitude and a strong work ethic. Must be reliable, punctual, organized, and have demonstrated ability to juggle multiple priorities in a fast-paced office.

    The Location

    Melville, NY

    Position Requirements

    Essential duties and responsibilities:

    Front Office Support

     

    • Manage the reception area to represent the company in a positive, friendly and professional manner to both internal and external clients
    • Ensure all visitors are welcomed and greeted courteously and staff is promptly advised of the arrival of guests
    • Answer and disseminate calls
    • Manage/Answer online inquires
    • Manage conference room reservations and organize all aspects of meetings including but not limited to room set up/clean up, catering orders, coordination of audio visual support and facilities support

     

    Administrative Support

    • Provide administrative support as assigned including, but not limited to, executive leadership team, senior managers and client services
    • Calendar management including coordination of complex meetings. Requires interaction with internal and external executives and assistants as well as consultants. Includes checking availability, sending meeting invitations, obtaining rooms, setting up bridge lines, placing catering orders, confirming attendance, sending reminders, rescheduling as needed, and providing relevant materials when available
    • Makes complex travel arrangements (domestic & international) within company policy. Includes: booking air, car and hotel; generating itinerary with all contact numbers and information and attaching necessary documentation needed for trip; updates calendar with all information. Ability to rearrange travel on short notice quickly and accurately is a must
    • Create, update and submit expense reports in a timely manner
    • Photocopy and distribute documents as needed; open and distribute mail; process overnight deliveries
    • Type, edit, print and store memos/documents with attention to detail; independently develop responses to letters and correspondence on behalf of executives, senior managers, and administrative support staff as assigned
    • Prepares presentation materials. Creates charts, graphs, tables, graphics, etc
    • Provide seamless back-up support for other executive/administrative assistants during emergencies, sick and vacation time
    • Prioritize and manage multiple time-sensitive project simultaneously, and follow through on issues in a timely manner; independently follow-up on deliverables as appropriate
    • Check deadlines on incoming requests and handles preliminary work
    • Collaborates with other assistants to identify “best practices” and a consistent approach to cross department functions
    • Attends in department meetings and provides support for new site implementations
    • Other responsibilities may be assigned to this role if/when the scope of this position is expanded

     
    Qualification/Requirement:

    • Exhibit outstanding client service and display a professional and friendly approach to both internal and external clients
    • Must have Bachelor’s degree (in Business preferred)
    • Must have demonstrated experience of proactively identifying and analyzing problems, generating alternative solutions, and making decisions on choices with minimal or no supervision
    • Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting multiple teams
    • Must be able to work in a team environment, determine priorities and assume initiative
    • Must be flexible and able to work in a fast paced environment handling multiple and changing priorities
    • Must be detail-oriented
    • Must exhibit effective interpersonal skills with an emphasis on customer service
    • Must have strong verbal and written communication skills
    • Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook and Sharepoint)
    • Must be able to travel as needed to support department and new site implementation

    Must be flexible working extended hours as the needs of the business dictate

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