Title: Administrative Assistant II
Location: 100% onsite in New York, NY
Duration: 11+ months
Job Description:
The Executive Assistant is a customer facing role on the medical services team in Colleague Total Rewards and Well-being (CTRW). As a key team member of medical services, this person will contribute to the overall goal of creating a culture of health for colleagues and their families at American Express.
The ideal candidate must be experienced in handling a wide range of administrative tasks and be able to work independently and confidently while collaborating across multiple teams. S/he must exercise considerable discretion and good judgment, as well as ability to interface and work with senior level business leaders and their offices. Enthusiasm in health and well-being and interest in participating in team projects a plus.
Responsibilities
Initial liaison and primary communication point person for leaders, colleagues and medical department
Support Nursing staff in day-to-day operations of the department
Support department self-service scheduling tool by setting up programs, confirm appointments, distribute required documents, maintain patient waiting times, and trouble shoot system issues.
Ability to identify colleagues needs and directing them to the nursing staff when appropriate
Promote teamwork among all Wellness Center staff.
Copy and mail documents requested by medical staff and or colleague. Obtain all required documents to support request
Utilize the department Electronic Medical Record system to track patient visits, scan and load documents, and support reporting.
Formulate letters under the direction of the health care professional
Maintain confidential medical files on all patients. Maintain charting system to department standards; ensure all required document
Assist in ordering office and medical supplies and other administrative items
Provide support to nursing staff in developing and carrying out local wellness programs, promotional events, tabling, etc.
Performs special projects and reports as needed.
Support department budget process
Pay all department bills within the designated time and reconcile each month
Process corporate card invoices and CPC card transactions (All locations)
Qualifications
Ideal candidates will meet the following qualifications:
Graduate of a credited High School with a minimum of 2 years business/administrative experience
Operate within well-defined practices and procedures.
Strong follow-up skills with excellent accuracy and attention to detail
Ability to multitask and prioritize multiple tasks
Must demonstrate discretion and good judgment in handling confidential and sensitive information
Ability to work independently and collaboratively
Excellent verbal and writing interpersonal and communication skills
A self-starter with excellent organizational and interpersonal skills and ability to prioritize / multi-task while working under tight timelines
Able to thrive in a global and virtual work environment where teams may be spread amongst multiple locations
Strong MS Office experience: PowerPoint, Excel, Word, Outlook
Knowledge of required programs and systems (Ariba, Concur)