Administrative Assistant Lead

at  International SOS

EXPERIENCE REQUIRED

• 2 years leading administrative teams in a clinical environment.
• 3 years of experience providing administrative support in a clinical environment
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Knowledge of standard office administrative practices and procedures

EDUCATION REQUIRED

• Background as Medical Assistant or EMT preferred

PHYSICAL REQUIREMENTS

• Work is normally performed in a typical interior/office work environment
• Work involves sitting and standing for prolonged periods of time
• May require bending, stooping and lifting up to 15 lbs

OTHER SPECIAL REQUIREMENTS

• Must be able to read, write and speak English to effectively communicate.
• Must be able to relocate to Kaiserslautern, Germany for during of the project.
• A valid passport is required and must be in your possession prior to relocation. You must maintain a current passport during your stay in Germany.

ADDITIONAL INFORMATION

International SOS Government Medical Services is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws.
This job description outlines the types of responsibilities the incumbent is required to perform.
The incumbent may be required to perform job related tasks other than those specifically presented in this job description. This job description is subject to regular review

OVERALL PURPOSE OF JOB

The Administrative Assistant – Lead, is responsible for coordinating and directly supervising the administrative team. They will ensure that appropriate resources are allocated to the right department with the right functional training not accomplish the job.

KEY RESPONSIBILITIES

• Ensure the smooth functioning of the administrative team.
• Ensure all administrative positions are staffed with appropriately trained personnel.
• Liaise with internal staff at all levels, while maintaining confidentiality
• Ensure the admin team manages office inventory and equipment by performing consistent stock checks, anticipating needed supplies, placing orders for supplies
• Receive and interact with incoming visitors
• Track and assist with in-processing and out-processing personnel
• Collect data and prepare reports and documents
• Record, transcribe and distribute minutes of meetings
• Monitor, screen, respond to and distribute incoming communications
• Answer and manage incoming calls
• Track and report facility and environmental issues
• Schedules maintenance for equipment service and repairs as needed.
• Actively participates in day to day office activities, including a variety of meetings and task force groups to improve procedural processes, obtain approvals, and remain abreast of new developments and policy requirements.
• Actively participates in Mass Casualty exercises and events.
• Performance of other duties as assigned