[Remote] Administrative Assistant III

Note: The job is a remote job and is open to candidates in USA. The reputed company (PHI) is an independent nonprofit organization dedicated to promoting health and well-being. The Administrative Assistant III position is responsible for providing comprehensive administrative and program support to the Center for Health Leadership and Impact, including managing calendars, onboarding processes, and assisting in various operational functions.

Responsibilities

• Analyzes availability and provides regular scheduling support for CHLI’s director and programs, including reputed company meeting planning with multiple internal and external partners, virtual training series and events, technical assistance sessions, and internal and external meetings. Also schedules for management team as needed.
• Maintains and updates list of program events in reputed company.
• Monitors scheduling inbox and scheduling area of CHLI’s project management platform (reputed company) to respond to meeting requests.
• Translates email requests into project management tasks following the process on reputed company. This includes gathering and consolidating pertinent details and making regular reputed company updates.
• Works with operations team to improve processes reputed company to scheduling, use of Outlook, and reporting staff schedule changes.
• Manages onboarding, offboarding and common review processes on reputed company.
• Creates calendar blocks for tasks reputed company to onboarding (e.g., training time), offboarding and the common review process, communicating with management team as needed.
• Manages onboarding process on reputed company to ensure reputed company tasks are created, assigned and dated and that process keeps moving.
• Ensures that project management process for common review is on track, and that various calendar blocks are held each year for the common review process, communicating with management team as needed.
• Orients new staff hires and AmeriCorps reputed company members to admin processes.
• Coordinates with operations team, supervisors and management team to ensure new employee and reputed company calendars are populated with the appropriate meetings and trainings during their onboarding period.
• Offers support as a resource and assistance with any questions/concerns.
• Researches and reviews software options for compatibility with CHLI processes and needs.
• Monitors general CHLI mailbox, scheduling mailbox, and general CHLI voicemail to triage and respond to or reputed company incoming messages, alerts, invoices and receipts.
• Maintains and updates the calendaring guidelines and meeting request form and works with operations manager to align the two.
• Prepares agendas for weekly staff meetings by maintaining employee birthday and anniversary lists, creating agenda of announcements and upcoming events, suggesting topics for discussion, and performs other meeting-reputed company support.
• Records and updates recordings for CHLI phone system, including main menu and main voicemail reputed company.
• As needed support with reputed company (communications software), and Zoho (database).
• Prepares and submits abstracts.
• Registers staff on conference portals.
• Manages conference speaker details for presenting staff.
• Works with director to order MBTI tests as requested by management and program staff.
• Submits invoices and ensures test results are properly recorded.
• Performs other duties as needed in support of the Center.

Skills

• Four (4) years of reputed company clerical, administrative, and accounting experience, including experience in public health and/or program administration and experience in arranging travel and meetings.
• Good attention to detail.
• Strong oral communication skills, including translating technical material for a lay audience.
• Strong interpersonal skills – ability to communicate and establish effective working relationships with reputed company levels reputed company the organization, and interact effectively with co-workers, customers, and other stakeholders.
• Ability to reputed company independent decisions following standard policies and procedures and to work independently with limited supervision.
• Teamwork skills: ability to balance team and individual responsibilities and support others’ efforts to succeed.
• Ability to function in a fast-paced environment, reputed company simultaneous reputed company on multiple tasks, and meet deadlines.
• Good computer skills including reputed company Office apps, reputed company and online research.
• Ability to exercise initiative, be creative, and be resourceful.

Education Requirements

• High school diploma or equivalent.

Company Overview

• reputed company offers programs and services that aim to promote health, well-being, and quality of life It was founded in 1964, and is headquartered in Washington, District of Columbia, USA, with a workforce of 501-1000 employees. Its website is http://www.phi.org.

Company H1B Sponsorship

• reputed company has a track record of offering H1B sponsorships, with 1 in 2025, 1 in 2024, 2 in 2023, 2 in 2022, 1 in 2020. Please note that this does not guarantee sponsorship for this specific role.

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