Immediate Opening
Our mission of providing care to the world at a moment’s notice is at the heart of everything we do. We are caregivers, first and foremost and we will be there when you need us.
With more than 38,000 employees, Global Medical Response teams deliver compassionate, quality medical care, primarily in the areas of emergency and patient relocation services around the world. We provide end-to-end medical transportation as well as fire services, integrated healthcare solutions and disaster response.
The Administrative Assistant handles a wide variety of complex and confidential situations and resolves conflicts involving the clerical and administrative function of the office. They are responsible for confidential and time sensitive material; preparing routine and advanced correspondence including letters, memoranda, and reports; and they will rely on experience and judgment to plan and accomplish goals.
Directly Reports to the RCCP Director
Directly Reports to the Board of Chiefs
Frequency: 40-hour work week
Experience: Fire and EMS administration
Administrative Tasks Include:
Administrative tasks are duties completed by administrative professionals, such as administrative and executive assistants, in the workplace. These tasks vary widely but most often include duties such as answering and directing phone calls, filing information, and managing office supply needs, Preparing FY projected budget analysis that are approved by the Board of Chiefs, Preparing personnel for conferences, direct contact with GMR finance manager, submitting approved invoices, gathering invoices from contracted agencies, contacting perspective guest speakers for FCA, and finding a substitute for the primary FCA instructor when unable to attend.
Communication Skills Include:
Answering and transferring phone calls
Taking phone messages from clients
Sending emails to clients
Forwarding emails from clients to the appropriate recipient
Handling client concerns and complaints
Business correspondence
Greeting visitors in the office
Sending emails
Completing customer service tasks such as placing orders for customers and explaining products and services
Writing in shorthand
Communicating with upper management
Communicating with other employees
Scheduling:
Coordinating events, such as planning
Scheduling appointments for clients
Scheduling appointments for supervisors and/or employers
Planning team or company-wide meetings
Planning company-wide events, such as luncheons or out-of-office team-building activities
Booking travel itineraries for management, employees, or job candidates
Scheduling conference or meeting rooms for in-office meetings
Bookkeeping:
Recording daily incoming and outgoing transactions
Updating office accounts via online programs such as QuickBooks
Processing payments from clients
Reconciling financial reports
Composing financial reports on a weekly or monthly basis
Keeping track of receipts of office expenses or expenses incurred by managers or executives
Providing reimbursement to employees for work-related expenses
Creating invoices for customers
Completing payroll tasks
Organization:
Maintaining calendars for executives and upper management
Sorting through and delivering mail to the appropriate recipients in the office
Taking regular inventory of office supplies
Organizing office files in a way that can be easily accessed and understood by employees.
Filing various documents both on the computer and in filing cabinets
Computer/Technology:
Using programs from the Microsoft Office Suite, such as Word and PowerPoint
Maintaining office equipment including scanners, fax machines, printers, and telephones
Utilizing publishing software such as WordPress to update the company’s website or blog
Ordering office supplies when the inventory is running low
Performing research online
Using billing and time software to input information for clients and/or employees
Dictating meeting notes
Preparing for online conferences using video conference software
Transcribing various forms of information and storing it in a computer-based file
Running various types of office machinery such as fax machines, copiers, and printers
Managing office documentation using computer-based documentation software
Other Administrative Duties:
Completing research projects for upper management related to various issues such as competitors, regulations and laws, and details about professional associations.
Maintaining social media accounts for the organization
Helping with the departure of an employee such as by performing an exit interview
Gathering and organization paperwork on all employees
Updating internal organization documents like employee handbooks
Sending out company-wide emails
Taking minutes in meertings
Setting up meeting rooms for upcoming meetings
GUIDING VALUES AND BEHAVIORS
Employee must consistently exhibit our guiding principles:
• Patient Care – We continually earn the privilege to care for our patients. It is at the forefront of everything we do.
• One Team – We respect each other and achieve together what no individual can alone.
• Innovation – We are driven to develop solutions that inspire progress.
• Vigilance – We will never waver in our commitment to safety and preparedness in the fulfillment of our duties.
• Ownership – We are accountable for what we do and take pride in how we do it.
• Citizenship – We are dedicated to being good stewards in the communities we serve.
EEO Statement
Global Medical Response and its family of companies are an Equal Opportunity Employer, which includes supporting veterans and providing reasonable accommodations for individuals with a disability.
Company Benefits: Check out our careers site benefits page to learn more about our benefit options.
Hourly Range: $22/hour – $28/hour DOE