Administrative Assistant

• performs any combination of basic clerical and administrative support tasks
• answering phones, conveying messages, opening and routing incoming mail
• preparing outgoing mail, copying, scanning, faxing and/or filing
• files and maintains departmental records
• assists the department in carrying out various programs and procedures
• may answer multiple phone lines, organizes meetings and may attend to take notes
• interacts with internal and/or external sources via email and/or telephone
• order’s office supplies as needed
• follows clearly defined procedures to complete daily tasks and responsibilities
• uses existing procedures to solve straightforward problems without the consistent need to exercise discretion
• performs all other duties as assigned by management

• Provides reception and office administration assistance for Vestas.
• Administer general business office tasks.
• Operate PBX or multiline telephone system to answer incoming calls and directs callers to appropriate personnel.
• Greet and register visitors and guests to the facility.
• Assist employees in booking domestic and international travel using the Concur on-line booking tool.
• Complete purchase order requests and expense reports that are relevant to the administration of the office.
• Maintain the facility lobby and ensure a professional appearance at all times.
• Put together presentations (PowerPoint), spreadsheets, etc., as needed.

• 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.

Program Management Office Manager

• Manage the calendar of the Vice President
• Determine the urgency of requests and priorities accordingly
• Edit reports, proposals, and presentations for the Vice President
• Consult across departments on strategic communications and information
• Responsible for arranging Vice President’s travel arrangements

Executive Administrative Assistant – Vice President, Mission Care & Enrichment

• Manage the calendar of the Vice President
• Edit reports, proposals, and presentations for the Vice President
• Responsible for arranging Vice President’s travel and expenses
• Schedule team meetings, prepare agendas, and record minutes

Executive Admin Assistant – HR/PFC

• Performs diverse, tactical, and confidential administrative support functions for managers generally considered to be Business Unit Group Managers II
• Provides administrative support by performing functions using supplied office equipment and/or software; responding to routine correspondence
• Preparing letters and memoranda for the manager's review; scheduling appointments; coordinating meetings and travel arrangements
• Prepares reports/presentation by gathering and summarizing data, preparing graphics and spreadsheets
• Contributes to budgetary process by monitoring expenditures and researching budget variances
• Communicating assignments and instructions from the manager, and obtaining information and initiating follow-up, as required
• Provides support by screening and routing mail, visitors, and telephone calls
• Responding to requests for information by researching the issues, gathering data and providing information when appropriate
• Facilitates the work of the manager by establishing, organizing, maintaining files, records, and other related materials

Administrative Assistant II

• Provide proactive administrative and logistical support that enables leaders to focus on strategic priorities.
• Manage complex calendars, meeting logistics, and scheduling; anticipate conflicts and resolve issues independently.
• Coordinate end-to-end travel arrangements and process expense reports accurately and on time.
• Draft, prepare, and distribute professional correspondence, reports, presentations, and meeting materials.
• Prepare large datasets, reports, and presentation materials for senior leadership and internal or external meetings.
• Maintain organized electronic files, SharePoint sites, and databases with strong version control and file hygiene.
• Handle sensitive and confidential information with a high level of discretion and professionalism.
• Provide timely and accurate support related to broker and agency activities, as applicable.
• Update and maintain business opportunities, relationships, and reporting in Salesforce and other internal systems.
• Partner with internal teams to support onboarding, changes, and agency needs.
• Gather data and prepare analyses, reports, and presentations to support business unit priorities.
• Serve as a reliable point of contact for leaders and internal partners, responding promptly and professionally.
• Apply sound judgment and initiative to identify solutions and escalate complex issues appropriately.
• Adapt effectively to changing priorities while maintaining a high standard of service and accuracy.
• Assist with special projects as needed, with quality, accuracy, and timely execution.
• Ensure final deliverables are complete, meet quality standards, and achieve intended outcomes.
• Coordinate meetings, events, and team activities as needed.
• May serve as a facilities and office liaison, including supply management, equipment coordination, and vendor support.
• Process invoices, accounts payable activities, and other operational requests as required.

Administrative Assistant II, Executive Support, Data Reporting, Project Management

• Own clinical scheduling and staffing needs:
• Build and release CAH RN schedule based on schedule of schedules timeline.
• Ensure all floors have adequate RN coverage taking into account:
• Licensing
• System access
• Training
• PTO, and call in management
• Coordinate with Operations, MSO (Medical Staff Office,) Payroll, and IT teams to support workflow continuity and organizational effectiveness.
• Ongoing validation of time and attendance in accordance to state laws.
• Review, validate, and complete monthly invoice.
• Maintain Hicuity’s education platform including:
• Adding and assigning new users.
• Removing termed users.
• Uploading nursing huddles.
• Tracking/monitoring completion rates.
• Maintain nursing competencies.
• Create and share competencies for new hires.
• Create and share competencies for cross training nurses.
• Tracking completion of competencies.
• Managing the access process for all CAH staff.
• Working in partnership with MSO team on CAH credentials/licensing.
• All other duties as assigned within scope.

Care At Home Administrative Assistant

• Provide administrative support to management and team members
• Manage emails, calendars, appointments, and scheduling
• Maintain digital records, reports, and company documentation
• Respond to customer and client inquiries professionally
• Assist with data entry, file organization, and record keeping
• Coordinate virtual meetings and prepare meeting materials
• Support onboarding and internal communication processes
• Perform general office and clerical duties remotely

Administrative Support Specialist

• Implement and manage facility security program
• Conduct personnel security and visit requests
• Support compliance audits and inspections
• Attend project reviews and technical meetings for recording minutes
• Provide administrative scheduling and office support

Administrative Assistant – Assistant Facility Security Officer

• Maintain confidentiality while handling sensitive information and communications.
• Apply sound judgment in handling routine issues independently while escalating more complex matters as appropriate.
• Manage calendars, schedules, and meeting coordination in collaboration with leaders, ensuring accuracy, alignment and proactive resolution of conflicts.
• Coordinate meeting and event logistics, including travel, room setup, A/V, and catering.
• Support meeting preparation by coordinating agendas, materials, and communications, and ensure timely follow-up on action items.
• Prepare and revise documents, correspondence, and presentations.
• Support team projects and initiatives by tracking progress, coordinating communications, and helping ensure alignment across stakeholders.
• Organize and maintain shared databases and file systems (e.g., SharePoint, shared drives).
• Serve as a point of contact across teams, addressing inquiries with professionalism, ensuring timely and accurate communication, and supporting daily operations.
• Identify gaps in information or coordination and proactively seek clarification to ensure seamless execution of tasks and activities.
• Process expense reports, invoices, and time tracking with accuracy and timeliness.
• Provide onboarding support, including workspace setup and system orientation and coordination to ensure a smooth and welcoming experience.
• Deliver on-site meeting support, including setup and attendee assistance.
• Contribute to team culture and engagement initiatives that support a positive and collaborative work environment.

Administrative Assistant – Spend Management

• Coordinate the full administrative lifecycle of investment banking deals, including new client/project setup, compliance tracking, and deal closure documentation.
• Provide direct support to the President of Investment Banking on monthly reports, dashboards, special projects, and executive-level administrative tasks.
• Assist analysts, associates, vice presidents, and managing directors with day-to-day administrative needs and cross-functional support.
• Manage billing and financial workflows by drafting and routing invoices, obtaining approvals, coordinating with accounting, and ensuring project-related expenses are accurately billed.
• Maintain organized and up-to-date internal client files.
• Coordinate recurring internal meetings, including scheduling, virtual meeting setup, and preparation of supporting materials.
• Collaborate with administrative team members across Investment Banking offices to ensure continuity of support and share best practices.
• Support recruiting efforts, including interview scheduling, candidate travel logistics, and expense reimbursements.

Administrative Coordinator – Investment Banking

• The Administrative Coordinator - Senior is responsible for the coordination of various administrative functions for a major service line or a group of leaders in a time sensitive, accurate, and confidential nature.
• Primary responsibilities include task tracking, organization of data, calendar management, correspondence, travel/expense management, response to inquiries and requests, meeting management, and support of local facility needs.
• The Administrative Coordinator - Senior works closely in a proactive manner with their assigned group or leader(s) and serves as a liaison with other internal and external stakeholders.
• Under the direction of the leader(s), caregiver may be assigned special projects and may lead out on teams and initiatives with associated deliverables.
• The Administrative Coordinator - Senior may supervise other Administrative Coordinators.

Senior Administrative Coordinator

• Provides administrative support for field operations
• Maintaining office records in Workday HR System
• Payroll processing in NOVAtime
• Data entry in HR system including new hire processing, status changes, and separations
• Assist employees with online new hire process, verifying documents, E-verify, completeness of online onboarding
• General office duties including scanning paperwork, answering phones, filing, and maintaining electronic documentation
• Obtain required authorization/approvals for various paperwork
• Help craft employees regarding questions pertaining to insurance benefits, FMLA, 401K, and other benefit related issues
• Balance and submit time via recap from signed timesheets to payroll
• Monitor job site radio communications, distribute messages to employees and management
• Assist Project HSE site on-boarding including safety orientation
• Support Superintendent with equipment inventory, tracking, and coding
• Ensure procurement of office supplies and consumable materials

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Administrative Assistant – Assistant Facility Security Officer

Administrative Assistant – Spend Management

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