Administrative Secretary - FT/Days

Long Beach Medical Center
Full Time
Day Job
Job Listing: 
Administrative, Clerical
The Administrative Secretary provides high level administrative assistance to President, Executive Director, and Foundation department with a full range of varied, complex, sensitive, highly responsible, and confidential office and support function.  The Administrative Secretary exercises judgment and initiative, relieves department leaders of technical, as well as general administrative details. Serves as back-up to Executive Assistant.   This role serves as a liaison with other departments and staff, outside agencies and the general public.  This position works directly with other staff members to ensure materials and communications are well organized, accurate and timely.  Within established procedures, the incumbent exercises independent judgment, professionalism and discretion in such responsibilities as screening calls, calendar scheduling, prioritizing mail, maintaining and controlling confidential files and records, producing and distributing routine and special reports with accuracy.
Essential Job Outcomes & Functions:
  • Performs administrative duties including typing correspondence, reports, PowerPoint presentations, email and cover letters on behalf of Foundation leadership.
  • Answers and screens telephone calls for department; responds to routine telephone inquiries and ensures the accurate recording of information for the staff to respond to request(s).
  • Possesses the ability to communicate effectively in written and verbal form, as well as the ability to transcribe from dictation and compose non-routine correspondence on own initiative.
  • Prepares special and recurring departmental reports by gathering data from various sources, compiling, formatting, typing data and completes the revision of special forms and department documents.
  • Must be organized and have the ability to schedule appointments and coordinate arrangements for meetings including catering, transportation, and other  arrangements as needed.
  • AA degree required; BA degree preferred.  
  • 2+ years administrative experience, preferably in non-profit or healthcare setting.
  • Excellent organizational, communication and writing skills.  
  • Typing speed of 55 or greater wpm with accuracy.  
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