Note: The job is a remote job and is open to candidates in USA. Vituity is hiring an Administrative Coordinator to support administrative operations across assigned departments and leadership. The role coordinates calendars, travel, communications, reporting, meetings, projects, and department workflows, with additional marketing support duties if assigned to that department.
Responsibilities
- Communicate any messages/inquiries/issues effectively, in a timely manner and professionally by showing sensitivity and respecting confidentiality. This includes both written and verbal communications with internal and external clients
- Complete a broad variety of administrative tasks in support of the assigned department including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel relative meetings
- Prepare professional reports and presentations as directed
- Manage daily administrative duties with an emphasis on enhancing efficient workflow
- Assist leadership with calendar support. Responsibilities could include internal/external meeting scheduling, reviewing calendars for conflicts, accepting/declining meetings on behalf of leaders, reminders of meetings and logistics and/or materials that may be needed
- Make travel arrangements on behalf of leadership in accordance with policy
- Prepare and edit correspondence, communications, presentations, and other documents. File and retrieve documents and reference materials. May conduct research, assemble and analyze data to prepare reports and documents
- May initiate follow ups for specific leadership initiatives. Responsibilities could include contract expiration, meeting action items, evaluation feedback, surveys, required education and compliance, and other related work
- May be responsible for answering and screening phone calls in a professional manner; take messages and handle inquiries as appropriate
- May work with department leaders to develop necessary materials (e.g., manual, training modules, curriculum, etc.) to support the program. Evaluate impact of program in meeting the defined objectives of the program
- Coordinate staff meetings/events/conference calls as instructed by leadership. Responsibilities could include agenda preparation, presentations, staffing, meeting collateral, logistics, notes, action item follow-up as necessary, etc
- Review operating practices and implement improvements where necessary
- Utilize and enter data into all department databases
- Coordinate regional department activities as directed
- Maintain Reporting, Time and Expenses, Project Status Reports, and Budget Reports
- Collect and analyze data to produce weekly and monthly specialized reports
- May coordinate seminars/meetings (planning, coordination with corporate staff on mailings, hotels, pre- and post-seminar follow-up), and attend seminars/meetings as directed to assist with registration and face-to-face contact with attendees
- If supporting the Marketing department, duties will also include:
- Serve as the primary point of contact for requests from other departments, IT issues, HR/compliance reminders, etc
- Maintain the [marketingrequests@vituity.com](mailto:marketingrequests@vituity.com) distribution list, responding to requests and directs to appropriate marketing resources and/or team members
- Regularly update and maintain essential marketing documents, content databases, and media assets
- Support campaign planning and execution efforts – clearly communicate campaign goals, deliverables, and timelines to the team
- Coordinate the development of product and/or materials and other documents as needed to enable successful delivery of service to the clients/stakeholders
- Attend project meetings and take minutes
- Support a wide variety of special projects some of which may have organizational impact
- May support the planning efforts associated with broader enterprise-wide meetings and events, ensuring seamless marketing operations
Skills
- High School Diploma or GED equivalent required
- Two (2) years of administrative or office support, administrative analyst, or project/department coordination/support role required
- Ability to work independently with drive and initiative but also work well within a teamwork setting
- Detail oriented and organized with the ability to juggle multiple tasks, prioritizing projects effectively, and maintaining a smooth operational flow within the assigned department
- Ability to complete tasks with varying priorities under conditions requiring speed and accuracy
- General knowledge of administrative procedures and standard business office practices
- Must have strong customer service with client interactions both verbally and written
- Strong analytical skills, creative conceptualization, collaborative management ability, and oral and written communication skills
- Demonstrated ability to handle detailed work accurately and quickly, work to deadlines on multiple projects, and to work as a team member in a collaborative and participatory manner, and to interact both in person and over the phone with a courteous and professional demeanor
- Strong verbal and written communication skills
- Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency
- Ability to establish and maintain effective working relationships as required by the duties of the position
- Ability to read, understand and communicate in English sufficient to perform the duties of the position
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
- If in the Business Development department, proficiency in content authoring tool – Captivate; if in the Learning & Development department, the ability to create e-learning courses
- 3-4 years of increasingly complex administrative support & project coordination experience preferred
- Previous experience supporting a Marketing team is preferred if assigned to the Marketing department preferred
- Previous customer service experience preferred
Benefits
- Monthly wellness events and programs such as yoga, HIIT classes, and more
- Trainings to help support and advance your professional growth
- Team building activities such as virtual scavenger hunts and holiday celebrations
- Flexible work hours
- Opportunities to attend Vituity community events including LGBTQ+ History, Día de los Muertos Celebration, Money Management/Money Relationship, and more
- Superior health plan options
- Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
- Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6% plus discretionary profit-sharing contributions (eligible January following 18 months of service)
- Generous paid time off starting 3-4 weeks’ annually
- Student Loan Refinancing Discounts
- Professional and Career Development Program
- EAP and travel assistance included
- Wellness program
- Purpose-driven culture focused on improving the lives of our patients, communities, and employees
- Eligible to participate in the annual corporate Success Sharing bonus program, based on the company’s annual performance
Company Overview