Senior Administrative Assistant

Job Description

Job Description

Job Title: Senior Administrative Assistant

Department: Health Fund

Reports To:Health Fund Director

FLSA Status: Non-Union, Non-Management, Non-Exempt

Position Overview:

The Senior Administrative Assistant provides high-level administrative support to the Health Fund Director and assigned departmental leadership staff. This role, in combination with the Operations Assistant, serves as the operational backbone of the department ensuring smooth day-to-day operations.

Principal Duties and Responsibilities:

Administrative Management:

· Serve as the primary administrative point of contact for the Health Fund Director and assigned departmental staff

· Maintain confidential departmental files and records with highest attention to detail

· Coordinate and manage complex calendaring and meeting scheduling for the Director and staff

· Provide real-time scheduling support for the Health Fund Director and other staff by booking appointments and preventing conflicts.

· Prepare meeting materials, take minutes, and follow up on action items

· Prepare and edit correspondence, reports, presentations, and other documents

· Organize and maintain digital filing systems for efficient document retrieval

· Handle office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies

Support the Operations Assistant:

· Secondary timekeeper for the department, ensuring compliance with attendance policies.

· Manage room reservations for Fund meetings.

· Submit and monitor service request tickets to IT and Facilities as needed.

· Update the department’s Business Continuity Plan.

· Maintain data on Health Fund membership, vendor invoices and other key data as assigned.

· Track department-wide statistics on disciplinary actions for department staff.

Member Services & Project Assistance:

· Execute special projects assigned by the Health Fund Director.

· Greet and assist visitors with professional courtesy.

· Other duties as assigned.

Qualifications:

To perform the job satisfactorily, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Required Skills, Core Competencies, and Experience

· 5+ years of progressive administrative experience, preferably in healthcare or insurance

· Prior hands-on experience supporting senior-level leadership

· Proactive mindset and the ability to act with a sense of urgency, anticipate needs, and take proactive measures to support senior leaders

· Adaptable to changing priorities and able to adjust tasks as needed

· Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook

· Exceptional organizational abilities and meticulous attention to detail

· Strong written and verbal communication skills

· Demonstrated ability to handle confidential information with discretion

· Ability to work independently while supporting a team environment

· Proven track record of problem-solving and prioritizing in fast-paced settings

· Ability to compose memos and correspondence, edit various materials.

· Professional demeanor and excellent customer service orientation

· Ability to communicate effectively with all levels of staff and external stakeholders

Language Skills:

· The ability to read, write and understand English is essential

· Bilingual in English/Spanish is a plus

Education:

· Bachelor’s degree in Business Administration, Healthcare Administration or related field preferred; equivalent experience may be considered

· Relevant certifications (e.g., Certified Administrative Professional) a plus