Administrative Assistant

Overview

We re seeing an Administrative Assistant to join our dynamic team at Ascella Health, where innovation meets patient care and where your expertise will directly contribute to improving health outcomes for patients with complex, chronic conditions and rare diseases. In this pivotal role, you will work very closely with the team to ensure comprehensive and effective administration support for the C-Suite, Executive Leadership Team, Department Heads, Managers, and Supervisors.

This role involves performing a wide range of administrative and office support activities to facilitate the efficient operation of the Ascella Health office.

This role is based in Berwyn, PA and requires working in the office five (5) days a week from 8:30AM to 5:00PM Monday through Friday.

• Critical parts of the job/Key Responsibilities
  • Provide proactive administrative support to assigned executive(s), adapting work style to meet the needs of each leader.
  • Provide backup support/coverage for other administrative team members when needed.
  • Maintain calendars for assigned executive(s), including resolving scheduling conflicts, prioritizing calendar events, and communicating urgent requests or changes to the appropriate parties.
  • Advise assigned executive(s) of their daily schedule and work closely with them to ensure effective and timely follow-up.
  • Schedule and coordinate meetings and appointments for assigned executive(s).
  • Prepare agendas for meetings and record, compile, transcribe, and distribute minutes of meetings as requested.
  • Coordinate travel arrangements (providing scheduling options), including air, hotel, and car rental reservations, for the assigned executive(s).
  • Track deliveries, deadlines, and action items and follow up as needed to ensure timely delivery and readiness for meetings.
  • Perform general clerical duties, including photocopying, faxing, scanning, and mailing.
  • Prepare, modify, and distribute email and other correspondence, including reports, memos, forms, and faxes as requested.
  • Create and modify PowerPoint, Word, and Excel documents as requested.
  • Maintain an electronic and hard copy filing system and retrieve documents quickly and efficiently upon request.
  • Perform other miscellaneous office, administrative, and sales support tasks as needed or directed.
  • Participate as a member of the administrative team by planning, organizing, and executing office events led by the culture committee.
  • Perform other related duties as assigned or necessary; remaining flexible and adaptable in work schedules and assignments as defined by departmental and organizational needs.

• Supporting high-level decision makers daily – You will be juggling many priorities for assigned leader(s).
• Handling multiple priorities simultaneously in a fast-paced environment that drives constant change.
• Team player mentality – supporting not only the leaders assigned to you, but stepping in to help other team members at any given time.

• Excellent interpersonal, communication, and presentation skills with the ability to build and maintain productive relationships across internal stakeholders and external vendor partners.
• Displaying a friendly, professional demeanor, problem-solving proactively, staying organized, and addressing urgent matters swiftly, efficiently, and with grace.
• Relentless attention to detail, and the ability to be a creative self-starter and team player.
• Strong business skills and demonstrated ability to build solid working relationships with teammates, business leaders, and stakeholders while exhibiting genuine care.
• Transparent and persuasive communication and presentation skills.
• Ability to thrive in an environment with constantly changing and potentially competing priorities.
• Ability to think and act independently, formulate, and support new ideas, champion new initiatives within and beyond the scope of own responsibilities.

• A high school diploma or equivalent is required. A college degree, or equivalent, is preferred but not necessary.
• Minimum of 5 years of experience as an Administrative Assistant or similar title, role, or capacity.
• Very proficient in…