Job: Administrative Assistant

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Jobing Description

SmartPractice, a leading provider of direct marketing products and services for the healthcare community, is currently seeking a Administrative Assistant provide clerical and administrative support to the Executive team.

Assists in scheduling and coordination of project-related activities. Attends designated meetings, records minutes and promotes completion of
agreed upon action items to assure that decisions are implemented,
information is prepared and available and appropriate parties are notified. Drafts correspondence, memoranda and assures timely distribution and
response. Manages project organizational charts, calendars, schedules and
communications. Coordinates travel arrangements, maintains executive calendars. Maintains and updates on-line or hard copy project documentation filing
systems, including but not limited to, financial, legal, personnel, regulatory,
product, specifications, contracts etc. Responsible for establishing and maintaining official documents and correspondence in appropriate project, legal & regulatory files. Learn and utilize MasterControl database to upload contracts, run reports,
ensure most current contracts are housed in database. Assists with project audit updates and reports. Clinical Trial data entry. Learn and utilize Maximizer database to maintain current contact information for customers, employees, other contacts. Other administrative functions such as: Sort and distribute executives mail,
answer executives phones, supply ordering, maintain petty cash, back-up receptionist, ability to work with google mail, process outgoing Fed Ex/UPS
shipments for executives, expense reports, and other duties as needed.

Skills / Requirements

Essential functions of the job
1. Assists in scheduling and coordination of project-related activities
2. Attends designated meetings, records minutes and promotes completion of
agreed upon action items to assure that decisions are implemented,
information is prepared and available and appropriate parties are notified.
3. Drafts correspondence, memoranda and assures timely distribution and
response.
4. Manages project organizational charts, calendars, schedules and
communications.
5. Coordinates travel arrangements, maintains executive calendars
6. Maintains and updates on-line or hard copy project documentation filing
systems, including but not limited to, financial, legal, personnel, regulatory,
product, specifications, contracts etc. Responsible for establishing and maintaining official documents and correspondence in appropriate project, legal & regulatory files. Learn and utilize MasterControl database to upload contracts, run reports,
ensure most current contracts are housed in database.
7. Other administrative functions such as: Sort and distribute executives mail,
answer executives phones, supply ordering, maintain petty cash, back-up
receptionist, ability to work with google mail, process outgoing Fed Ex/UPS
shipments for executives, expense reports, and other duties as needed.

Requirements:

Education: B.A. Preferred

Experiences (work or education): administrative experience

Characteristics: Flexible, Team Oriented, a Problem Solver, Highly organized, Excellent oral and written skills, Able to prioritize multiple tasks and make decisions.

Skills Needed: PC, MAC, Keynote, Quicken, Word, Excel