Administrative Assistant to VP Sales\Finance\Quality Job Listing at Fresenius Medical Care in Berwyn, PA

We are the fastest growing division in the company and need a proven executive level administrative assistant to provide support for 3 of our executives. You will be providing a broad range of secretarial and administrative support to the FVC Vice President of Sales, Finance and Quality, that may include details of a confidential nature.

PRINCIPAL RESPONSIBILITIES AND DUTIES

• Under general supervision, provides a broad range of secretarial and administrative support functions that may include details of a confidential nature.
  
• Performs a variety of administrative support tasks to accomplish established goals and objectives. These tasks may include, but are not limited to:

-Utilizing the PC and related software programs to accomplish assignments.

-Receiving and responding to routine correspondence following established procedures not requiring management review.

-Scheduling appointments, making travel arrangements, processing related expense reports, and coordinating meetings.

-Creating, transcribing, and distributing meeting agendas and minutes.

-Maintaining and updating attendance records as needed.

-Screening mail and telephone calls, directing requests to the appropriate individuals and following up on replies.

-Mailing, faxing, copying, and filing documents appropriately while ensuring compliance with records management requirements.

-Creating and maintaining Excel and other databases and organizational charts for department/regional location.

-Coordinating placements of advertisements using the defined processes and materials for vacant positions as needed.

-Maintaining inventory of office supplies and forms.

• Assembles and analyzes information for use in the preparation of reports, manuals, and presentations.
  
• Reconciles and maintains expense records, statements, and invoices, forwarding to appropriate department for payment as appropriate.
  
• Completes forms and reports as required by Fresenius Vascular Care and FMS offices as well as state and federal agencies.
  
• Acts as the department liaison with service personnel for repair and maintenance of office equipment.
  
• Interfaces with a variety of people on issues both routine and complex.
  
• May participate in project based work as needed.
  
• May assist new facilities/locations during their initial setup and transition process forwarding the necessary supplies and forms as needed.
  
• Other duties as assigned.

• High School Diploma or equivalent required
  
• Secretarial or Business School preferred

• Minimum of 2 to 5 years of secretarial or senior level administrative experience
  
• Ability to communicate verbally and in writing with considerable tact and diplomacy
  
• Knowledge of business and technical vocabulary
  
• Familiarity with standard concepts, practices, and procedures within particular field
  
• Ability to employ basic reasoning skills
  
• Strong knowledge of computer software such as word processing, spreadsheet, presentation, and database programs
  
• Knowledge of organizational operations and procedures

*LI-DW1