Administrative Assistant

• Provides clerical and administrative services and assistance requiring occasional discretion and judgment • Word processes correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed • Prepares, collates, and distributes various reports in a timely and accurate manner • Screens telephone calls and visitors and directs to appropriate parties • Performs confidential administrative functions on occasion where errors could have moderate effect on costs • May coordinate supervisor’s and/or department’s calendar, including scheduling meetings and appointments • May open and screen mail directed to supervisor • Provides clerical and administrative support to department staff, maintaining confidentiality • Maintains supply inventories by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies

Administrative Assistant – Care Coordination

• Provide day-to-day administrative and operational support to help keep the office running smoothly and efficiently.
• Serve as a welcoming first point of contact for visitors, students, staff, and faculty.
• Assist with coordination, setup, and tear down of on-site meetings, workshops, and department events.
• Maintain the overall cleanliness and organization of the office suite.
• Monitor, order, and stock office supplies to ensure uninterrupted daily operations.
• Process and distribute mail and packages.

Administrative Associate

• Help new customers establish platform credentials with our various partners
• Provide responsive customer support by diagnosing issues, troubleshooting problems, and delivering effective solutions to ensure a positive user experience
• Collect proper documentation and forms to maintain customer files accurately and consistently in accordance with department workflows and procedures
• Update customer information in our internal databases, on carrier platforms, and carrier partners
• Task and pend to ensure timely and accurate processing, follow up as needed
• Contribute or create a standard operation procedure for each process to be shared amongst your team for training and reference
• Provide clear communication and documentation of workflow status
• Respond to inquiries in a timely and professional manner

Junior Operations Assistant – Administrative Coordinator

• Support patient admissions, ensure the timely and accurate completion of change requisitions, treatment logs, patient charts, invoices, and purchase orders.
• Assist patients with arrangements and physician appointments.

• Provide essential administrative and operational support across one or more districts
• Partner closely with District Operations Coordinator (DOC) to support key priorities, streamline processes, and help create an organized, effective environment that enables offices to perform at their best
• Provide administrative and operational support to one or more districts
• Support the DOC as directed
• Assist with day-to-day operations to ensure offices run efficiently
• Provide hiring support using internal applicant tracking and hiring systems
• Assist with onboarding and employment-related administrative tasks
• Support tax office associates with administrative requirements
• Partner with office(s) responding to inquiries related to supplies, facilities, or operational support
• Monitor supply inventory and place orders to meet office and district needs
• Research and resolve issues independently when possible; escalate concerns to appropriate leadership when needed
• Coordinate vendors for local facility and maintenance requests
• Review and verify invoices for accuracy
• Prepare invoices and expense documentation for approval using approved payment tools and systems
• Maintain working knowledge of Microsoft Teams and Microsoft Office applications, including CoPilot
• Use internal systems and virtual tools to manage tasks, records, and communications
• Attend training sessions related to systems, compliance, and job performance
• Assist with special projects, local initiatives, and other duties as assigned by DOC

Seasonal Operations Administrative Assistant – Part Time

• Responsible for supporting Function or Line of Business portfolios and ensuring compliance with applicable policies, procedures, standards, controls, and regulations.
• Partners with Executive Sponsors, business owners and additional stakeholders to ensure alignment to strategic objectives and effective prioritization, planning, budgeting, delivery, and benefits realization of work efforts.
• Monitors, governs and is accountable for low to moderately complex Function or Line of Business portfolios.
• Completes governance routines per the Enterprise Program Management Office (EPMO) Policy, Standards and Procedures.
• Monitors a low to moderately complex portfolio on an ongoing basis, to resolve issues and disseminate information to stakeholders.
• Facilitates the identification, management, and resolution of systemic cross-work risks / issues and interdependency conflicts for work effort(s) / program deliverables and informs portfolio team and stakeholders as needed.
• Leverages analytics to research and identify Financial Management risks and recommends solutions to address opportunities; may escalate to their respective Portfolio Management Office (PMO) or leadership team as needed.
• Monitors for stale work efforts and need for resolution, including termination proposal if applicable.
• Supports development and execution of Function or Line of Business planning in partnership with USAA Integrated Planning (UIP) and their respective PMO.
• Monitors and make recommendations to their senior leadership and their respective PMO to ensure portfolio alignment and delivery against strategic priorities as needed.
• Communicates portfolio statuses and changes regularly with executive sponsors, program sponsors, business owners, and additional stakeholders as required.
• Reviews health and performance of portfolio regularly, monitors portfolio success via recognized methodologies, identifies performance improvement opportunities, providing updates to leader and stakeholders.
• Drives the adoption and sustainment of changes within the organization in compliance with USAA's Change Management methodology.
• Ensure risks associated with business activities are effectively identified, measured, monitored, and controlled in accordance with risk and compliance policies and procedures.

Senior Portfolio Manager – P&C Portfolio Management Office

• Provide specialized clerical support to the attorneys, paralegals, legal support specialists, and practice group leaders to assist in the processing of civil litigation matters.
• Open and create digital files.
• Serve in a receptionist capacity by answering the telephone, responding to general information questions, directing or screening calls, and taking accurate messages.
• Prepare and process specialized paperwork as directed.
• Utilize a computer to look up and retrieve case information from various databases.
• Organize case files for close-out; enter case disposition and close-out information into the County Attorney's Office case management system.
• May be responsible for document delivery runs between divisions within the office and hand deliveries to Judges and Superior or District Court filing counters as needed.
• Sort and distribute electronic pleadings and minute entries.
• Some positions may required use of skills to provide English/Spanish translation.

Administrative Specialist

• Provide administrative and operational support to financial advisors and team members
• Maintain accurate client records using CRM systems, financial software, and other technology platforms
• Assist with preparing client meeting materials, reports, presentations, and deliverables
• Support client account paperwork and documentation processing
• Handle beneficiary, RMD, and QCD documentation
• Follow up with clients and financial institutions to resolve outstanding items
• Assist in resolving "Not in Good Order" account issues
• Answer incoming phone calls and provide exceptional client service
• Collaborate with team members to improve workflows, processes, and the overall client experience
• Maintain professionalism and confidentiality in all client interactions

Client Service Administrative Assistant

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• Keep our department and leaders on track by scheduling meetings, organizing events, and tracking attendance.
• Arrange travel plans and ensure refreshments are ordered when needed.
• Follow established guidelines with precision, with some opportunities to exercise independent judgment.
• Monitor and order office supplies, keeping an eye on expenditures.
• Craft correspondence, reports, meeting minutes, presentations, and other written and visual materials.

• Manage calendars, schedule appointments, meetings, conferences, and travel arrangements for Student Affairs leadership, faculty, and staff.
• Prepare and distribute correspondence, reports, presentations, and other time-sensitive communications. Review outgoing correspondence for accuracy and consistency.
• Serve as a primary point of contact for faculty, staff, students, and external stakeholders; respond to inquiries and coordinate communications.
• Organize, maintain, and archive confidential records, files, and historical documents; ensure efficient retrieval of information.
• Coordinate office operations, including mail distribution, supply ordering, catering requests, and conference room scheduling.
• Process invoices, direct payments, expense reimbursements, independent contractor documentation, and assist with P-card reconciliations.
• Support special projects by maintaining project files, tracking progress, and following up on outstanding items.
• Assist with exam administration, including proctoring and coordinating proctor schedules for reviews, quizzes, and examinations.
• Coordinate student scheduling permits for USMLE Step 1 Prometric examinations.
• Serve as a resource for resolving complex administrative issues and implementing follow-up actions.

Administrative Assistant – Student Affairs

• Compiling information, preparing moderately complex reports, and assisting with the completion of expense reports
• Performing complex administrative, transactional, and operational tasks, to include scheduling multi-city travel arrangements
• Providing a high level of professional support which includes a balance of more experienced level administrative work as well as ongoing ad hoc and project or business initiatives such as planning meetings, tracking deliverables, and pulling routine reports
• Answering questions regarding business unit policies and procedures
• Providing subject matter expertise and interpretation of administrative procedures to less experienced staff
• Providing administrative supervision and support to managers in the areas of reporting, customer or business documentation
• Interacting with immediate Administrative Assistant team, functional area, and internal peers regarding routine administrative tasks
• Supporting more experienced level leaders with daily administrative tasks and interact with more experienced leaders across the organization
• Supporting the planning and execution of client events and sponsorship requests

Senior Administrative Assistant – Mid Corporate, Global Payments & Liquidity

• Manages and coordinates the operational activities of a funeral home, cemetery and/or crematory operation.
• Ensures the highest quality services and products, to satisfy the need of any client family, to maximize budgeted profit plans for the location, and maintain a positive employee relations atmosphere.
• Collections of all accounts receivable.
• Verifications and payments of all accounts payable invoices.
• Controls of receipt and deposit of cash payments received.
• Maintains petty cash account and disburses the same in accordance with company policies and procedures.
• Reconciliations of all accounts.
• Cash advance checks.
• Same Day Check requests.
• Bank deposits.
• Verifies/audits cash disbursement reports.
• Tracks Capital Expenditure Authorizations (CEAs).
• Orders supplies for the office and completes inventory counts.
• Coordinates the processing of orders and receipt of all merchandise orders including memorials and caskets and the control of storage inventory for vaults and markers, urns and caskets.
• Oversees the processing of installation funeral-related orders and orders to the grounds and maintenance departments.
• Supports location management to ensure all contracts and work orders are completed in a timely manner with proper documentation.
• Schedules incoming orders and drivers for the ambulate service.
• Completes various funeral/cemetery reports and files accurately.
• Supports Sales as necessary requiring an understanding of JD Powers.
• Assures compliance with all Company policies and procedures to include Sarbanes Oxley (SOX) audit.
• Assists in preparing and/or overseeing all funeral/cemetery-related forms.
• Reviews time cards and administers corporate payroll policies and procedures.
• Administers local Human Resources (HR) processes such as processing new hire paperwork, verifying pre-need sales licenses, maintaining employee files and other confidential files (I9’s, etc.).
• Ensures new associates receive new hire orientation.
• Pulls monthly reports from reporting site and create stack ranking reports for key performance indicators.
• Maintains vehicle records/licenses.
• Processes expense reports.
• Updates General Price Lists (GPLs).
• Manages all Alarm Systems (codes, working order, etc.).
• Assists with funeral services and “Making Everlasting Memories” (MEMs) as needed.
• Coordinates daily activities with business unit as well as other departments.
• Trains associates in the proper administration of policies and procedures.
• Services customers by interacting with families in a professional and compassionate manner.
• Maintains and updates customer records.
• Updates company website with current obituaries and ensures obituaries are placed in newspapers.
• Provides a collaborative, productive workplace environment for associate growth and development that instills pride, a sense of ownership, and the challenge to associates to exceed expectations.
• Behaves in a supportive way to enrich the work environment.
• Uses customer feedback in conjunction with Sales to improve location administration and strengthen individual associate performance.

Funeral Home Office Manager

• Provides advanced administrative and operational support to Assistant Vice President(s)
• Manages complex calendars, coordinating meetings and travel
• Supports leadership priorities through effective organization, communication, and execution
• Assists with office management and facilities coordination activities to ensure a smooth and efficient workplace environment
• Supports coordination of office operations to ensure a smooth day-to-day workplace experience
• Assists with vendor coordination, service requests, and facilities-related activities
• Coordinates complex meetings, prepares agendas and materials, and tracks follow-up actions
• Manages domestic and/or international travel arrangements and related logistics

Executive Assistant, Office Manager – Central Dispatch

• Provide support to upper management
• Manage meeting arrangements, travel, and expenses
• Coordinate overall office functioning and paperwork processing
• Act as a liaison between upper management and internal departments
• Maintain upper management calendars and contact lists

Senior Administrative Assistant

• Maintain calendars, schedule meetings and appointments; prioritize and resolve complex meeting schedules; coordinate meeting rooms and resources
• Prepare meeting agendas and presentation materials; take and transcribe meeting minutes, and prepare summaries for distribution
• Conduct and coordinate assigned projects and research studies; identify and resolve problems
• Coordinate with HR on the preparation of hiring packages
• Manage department database for lessons learned and prepare quarterly reports
• Compose correspondence and other documents on a wide variety of subjects, requiring knowledge of the procedures and policies of the Department
• Create, edit, and process correspondence, memoranda, letters, legal documents, information packets, and other communications
• Maintain department files and library through SharePoint; collect and compile statistical data; develop and create a variety of technical and statistical reports
• Update manual and computer records and tracking systems, and assure the accuracy of databases; create management reports; maintain filing procedures
• Research, scan, and file hard copy to upload into electronic files
• Ensure all administrative actions comply with County policy, procedures, and guidelines
• Develop technical documents as needed; assist with the development of the annual budget
• Answer phones, resolve problems, and provide answers and customer service requests within the scope of authority; routes calls to appropriate individuals, takes and delivers messages
• Provide advice and assistance on compliance with laws, rules, and regulations
• Order and maintain an inventory of supplies, and process invoices
• Assist with preparing and processing travel and training arrangements for division staff
• Other job duties as assigned

• Manages a team of Account Delivery Managers, forecasting resource needs and aligning them with business requirements for optimized performance.
• Drives strategic customer strategy development, contributes to growth plans, and leverages knowledge management for performance enhancement.
• Nurtures senior management or executive-level relationships with the customer, ensuring exceptional satisfaction.
• Manages the FPR process, supports execution, and escalates major issues with recommendations to higher management.
• Recruits and develops top talent, fostering a culture of excellence, cost efficiency, and trusted customer relationships.
• Identifies and effectively communicates strategic business requirements to senior management for informed decision-making.
• Interacts frequently with senior management to communicate project status and escalate issues, as necessary.
• Cultivates an environment promoting individual growth, high performance, and a rewarding workplace.
• Acts as subject matter expert, identifies opportunities for process improvement and policy development and recommends changes in alignment with business tactics and strategy.
• Performs talent management responsibilities including recruitment, performance management, coaching and career development.

Administrative Assistant jobs in Arizona

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Administrative Assistant – Care Coordination

Administrative Associate

Junior Operations Assistant – Administrative Coordinator

Administrative Assistant

Seasonal Operations Administrative Assistant – Part Time

Senior Portfolio Manager – P&C Portfolio Management Office

Administrative Specialist

Client Service Administrative Assistant

Office Manager – Executive Assistant

Administrative Associate

Administrative Assistant – Student Affairs

Senior Administrative Assistant – Mid Corporate, Global Payments & Liquidity

Funeral Home Office Manager

Executive Assistant, Office Manager – Central Dispatch

Senior Administrative Assistant

Administrative Assistant

Program Management Office Manager