Administrative Assistant

at  Ascension DePaul Services

JOB SUMMARY:

Keeps Ascension DePaul Services of San Antonio official corporation records and works directly with the President/CEO, Director of Operations, interfacing with all levels of management at central office. Under the direction of the President/CEO, the assistant provides high-level administrative support to the CEO and the senior leadership team by conducting research, preparing reports, assisting Human Resources / confidential information requests and performing clerical functions such as preparing correspondence, receiving visitors, answering phone calls, arranging conference calls, supporting ADSSA associates and clients in a courteous professional manner, and scheduling meetings for leadership team as needed.

EDUCATION:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate Degree or Bachelor degree preferred
• Minimum 2 years of administrative work experience for Senior Management, preferred
• Ability to type 40 words per minute
• Quality Customer Service Work Ethics
• Excellent written and oral communications
• Bilingual Preferred. (English/Spanish)

RESPONSIBILITIES:

• Understands and Manifest the Philosophy and Mission of ADSSA.
• Schedule, plan, and organize meetings for the Board of Trustees and Senior Leadership Team, including reminders, agendas, and minutes and resolutions for corporation meetings; agendas and minutes entered and are available on the Board Portal.
• Support HR staff as assigned.
• Prepares confidential correspondence, reports and other complex documents and management of incoming and outgoing mail correspondence; including email and faxes.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Makes copies of correspondence or other printed materials as needed.
• Greet guests as soon as they arrive and determine appropriate staff to assist guests.
• Answer phone in a timely manner, screen and direct calls to proper department.
• Provide information to callers.
• Deal with queries from the public, clients and patients.
• Ensure knowledge of staff movements in and out of office.
• Monitor visitor access.
• Provide general clerical support.
• Organize conference and meeting room bookings.
• Monitor and maintain office equipment.
• Control inventory relevant to reception area.
• Tidy and maintain the reception area.
• Assist with filing and retrieves files for staff as needed.
• Perform general office work including data entry.
• Operate office machines such as photocopiers, scanners, facsimile, and shredder.
• Maintain confidentiality of all ADSSA data and information. .
• Board of Trustees meetings and minutes; coordinate other meetings as needed
• Manage ADSSA contracts
• Assist with DonorPerfect system and Brand Central Marketing system as needed
• Notary Public
• Performs other duties as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate Degree or Bachelor degree preferred
• Minimum 2 years of administrative work experience for Senior Management, preferred
• Ability to type 40 words per minute
• Quality Customer Service Work Ethics
• Excellent written and oral communications
• Bilingual Preferred. (English/Spanish