BFT Administrative Assistant Sr.

Essential Functions

• Manage the schedules and calendars of hospital executives or department heads, arranging meetings, appointments, and travel while prioritizing time-sensitive tasks.
• Prepare, edit, and proofread reports, presentations, and correspondence for senior management, ensuring accuracy and professionalism.
• Assist in coordinating departmental projects, tracking progress, and ensuring deadlines are met while providing administrative support to project teams.
• Organize and coordinate meetings, including preparing agendas, scheduling, and handling logistics, as well as taking minutes and following up on action items.
• Handle sensitive information with the utmost confidentiality, including personnel records, financial data, and strategic plans.
• Oversee office operations, including supply management, equipment maintenance, and liaising with vendors to ensure smooth departmental functioning.
• Assist in budget preparation, monitoring expenditures, processing invoices, and ensuring alignment with departmental financial goals.
• Serve as the primary point of contact between department leaders and internal/external stakeholders.
• Identify and implement administrative process improvements to enhance efficiency and productivity within the department.

Qualifications

High School Diploma or Equivalent required or Associate's Degree Business preferred or Associate's Degree Related Field of Study preferred. Can this role accept experience in lieu of a degree? Yes.

Administrative experience, preferably in a healthcare or executive support role 3-5 years required.

Knowledge, Skills and Abilities

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is required. Familiarity with healthcare software or EMR systems is preferred.
• Excellent verbal and written communication skills, with the ability to interact professionally with executives, staff, and external partners.
• High level of accuracy in preparing documents, managing schedules, and handling financial data.
• Strong time management skills to handle competing priorities and meet tight deadlines in a fast-paced environment.
• Ability to maintain strict confidentiality with sensitive information and exercise discretion in handling executive communications.
• Strong problem-solving skills and organizational abilities to manage multiple high-priority tasks, ensure efficient office operations, and address administrative challenges.