Chicago, United States
almost 2 years ago
Provide administrative support to senior level associates (including COO, VP Operations, CMO, BFO, Business Strategy & Development Director, Compliance Director):
Regularly completing and submitting expense reports for reimbursement Scheduled and maintained calendar of appointments for meetings and travel arrangements
Coordinate high level meetings (both virtual and onsite), as well as provide support creating meeting agendas, and constructing PowerPoint decks for presentations with leadership team, clients, or corporate matrix partners.
Prepare & distribute minutes for all high level or cross functional business unit committees, and assist with monitoring completion of regulatory reports as assigned.
Provides administrative support with high level administrative tasks which may include project work.
Assist newly hired employees with onboarding schedule and organization of orientation. Responsible for technical request for IT setup for all new employees.
Maintain storage database of business unit share (electronic) files on company SharePoint for committee meeting documents (including minutes and recordings), various Policies and Procedures, new hire onboarding schedules and vendor contracts, or with the utilization of Salesforce for client contracts.
Provide support for maintenance of Iron Mountain database of business units (physical) archives (old patient charts, contracts, personnel files, etc.
Maintain source files of all company marketing forms, and patient/client distribution of forms by ensuring that each for contain the most up to date legal footing and formatting.
Provide support for monitoring oversight of facilities/procurement team inbox requests, which mostly consist of request for general office supplies from both remote and onsite employees, but also requests for facility related service or general questions.
Complete and submit requests for purchase orders and check requests for vendors, conference sponsorships or company subscriptions.
Facilitate bulk or time sensitive mail/correspondence office needs including client surveys, general client outreach, and patient discharge letters.
Host and facilitate staff or client meetings, and coordinate most large office events and employee activities, including, but not limited to: Yearly Employee Appreciation Event, Wellness Week, Quarterly Community Service activities, Bring Your Child to Work Day, various employee & senior level luncheons & breakfasts, as well as various holiday onsite activities.
Assist with other various routine and non-routine duties as needed by Senior Level associates.