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Administrative Assistant

POSITION SUMMARY: Located at Elwyn's corporate headquarters in Media, PA, the administrative assistant will provide support to the Senior Vice President of Supports for Living and Intellectual/Disabilities Services and the Supports for Living Executive staff under the direction of the Director of Corporate Administration. This position will include providing clerical support, performing general administrative functions, and coordinating office activities and operations to secure efficiency and compliance to company policies.

DUTIES AND RESPONSIBILITIES:

  • Provide a welcoming environment, including but not limited to, answering all calls professionally and timely, greeting each visitor and staff member with openness
  • Receive and direct all incoming calls in a patient, professional and courteous manner
  • Answer questions efficiently and direct or transfer to appropriate person as needed
  • Actively engage with internal and external customers to best understand their needs and requests
  • Document their requests/issues to ensure follow-up and/or resolution
  • Greet all visitors and alert staff of their arrival; direct visitor to appointment/meeting upon arrival
  • Open and sort all mail coming into the Supports for Living department
  • File documents, both paper and electronic, using established office practices and maintain filing system
  • Maintain updated email distribution lists to ensure delivery of email communications to appropriate parties
  • Arrange meetings by scheduling appropriate meeting times, booking rooms, and ordering refreshments as needed
  • Create agendas for meetings; take notes and provide minutes as needed
  • Create/revise PowerPoint presentations as needed
  • Make travel arrangements, including but not limited to, flight arrangements, hotel reservations, and car reservations for department staff as requested
  • Perform financial tasks to include processing invoices and purchase requisitions
  • Assist assigned staff with completion and submission of expense reimbursement forms including petty cash
  • Create/update spreadsheets, records and databases, including but not limited to, personnel, financial and other data as required
  • Provide timekeeping oversight and processing of the use of Paid Time Off (PTO) in the timekeeping system for assigned staff
  • Order and maintain office supplies for the department
  • Maintain office equipment
  • Prepare documents and submit timely reports as assigned
  • Perform other duties as assigned

IMMEDIATE SUPERVISOR: Director of Corporate Administration

DIRECT REPORTS: None

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:

  • Associate Degree or specialized training in administrative/office work preferred
  • Two (2) years' experience in an administrative setting required, experience in a corporate/administrative setting preferred
  • Demonstrated ability to work effectively as part of a team
  • Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
  • Demonstrated strong attention to detail
  • Demonstrated strong time management and organizational skills
  • Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision
  • Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
  • Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills and strong organizational skills
  • Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint

PHYSICAL DEMANDS/ENVIRONMENTAL PROFILE: See Physical Demands Checklist below which represents the general physical demands and environment conditions to which the employee holding this position must meet, in addition to the duties and responsibilities listed above, to successfully perform the essential functions of this job. Elwyn will engage otherwise qualified candidates for this position whose disabilities may require reasonable accommodations to enable an individual to perform the essential functions.

Elwyn reserves the right to revise or change job duties and responsibilities as needed. This job description is not meant to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract.

Elwyn is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and identity, gender identity, national origin, citizenship status, genetic information, disability status, military or veteran status, marital or family status, political activities or affiliations, or any other characteristic protected by local, state, and federal law.



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