Administrative Assistant

Williamsville, NY

POSITION DESCRIPTION

Position: Administrative Assistant

Location: Corporate Office

Status: Full-time, Non-Exempt

Schedule: Monday - Friday; in office

Reports to: CEO

JOB SUMMARY: The Administrative Assistant will provide support to our executive leadership team at the corporate office. This role provides essential administrative support to the CEO, Director of Finance, Director of HR, Billing Manager, and Quality Implementation Manager, assisting with operations across finance, accounting, billing, quality, and HR. The Administrative Assistant will be responsible for managing daily administrative functions, facilitating communication between departments, and ensuring smooth office operations. The ideal candidate will excel at multitasking, maintaining confidentiality, and anticipating the needs of the leadership team in a fast-paced environment.

Essential Duties and Responsibilities

Administrative & Office Support

• Greet and assist guests professionally, ensuring a welcoming environment.
• Answer phone calls, take messages, and direct inquiries appropriately.
• Manage incoming and outgoing mail (electronic and paper), including fax transmissions.
• Organize and maintain office systems, files, and company-wide documents.
• Monitor and order office supplies to ensure efficient daily operations.

Executive & Departmental Support

• Provide high-level administrative support to the leadership team, including managing schedules, coordinating meetings, and maintaining calendars.
• Facilitate communication across multiple departments and office locations.
• Prepare reports, presentations, and other materials using Microsoft Office Suite (SharePoint, Teams, PowerPoint, Excel, Word).
• Draft and distribute memos, correspondence, and company-wide announcements.
• Coordinate office events, meetings, and logistics, ensuring all details are handled efficiently.
• Assist with special projects and other tasks as assigned by the executive team.

Qualifications & Skills

• Minimum of an associate's degree, bachelor's degree preferred.
• 2+ years of experience as an Administrative Assistant or in a similar administrative support role.
• Strong organizational and multitasking skills, with the ability to prioritize effectively.
• Excellent time-management skills, with a proven ability to meet deadlines and anticipate needs proactively.
• Exceptional communication skills, ensuring clear and timely updates across teams.
• Proficiency in Microsoft Office Suite (SharePoint, Teams, PowerPoint, Excel, Word).
• Ability to maintain strict confidentiality and handle sensitive information with discretion.
• Professional demeanor with a customer-service mindset and ability to work collaboratively with all levels of staff.

PHYSICAL DEMAND/WORK ENVIRONMENT

• Must be able to lift 20 lbs. Must be able to walk, stand and sit for extended periods. Includes but is not limited to bending, squatting, reaching, and carrying. The employee must be able to lift, pull and bend.
• Employee will be required to travel and run errands outside of the office for the CEO, Executive Team and for meetings. Reliable transportation is required.

EMPLOYMENT CONDITIONS: The employee will be employed under the provisions of MHA's general employment policies as written and amended in MHA's employee handbook. The employee will be held accountable for the provision of patient confidentiality both within and outside the office setting. The employee will always maintain a respectful attitude towards patients and employees.