Administrative Assistant

Applies expertise to perform a variety of non-clinical administrative support tasks including scheduling, coordination, and follow-up tasks for meetings, events, and professional travel; managing of calendars; preparing documents and presentation materials; processing invoices and reimbursements; composing and/or transcribing correspondence/documents; supporting departmental projects/activities; creating and maintaining web sites, web pages, databases, spreadsheets, social media accounts; answering telephones and providing related follow- through. Exhibits initiative, proficiency, and adaptability to optimize the time of those supported. Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism are important components of the role. Demonstrates proficient use of computer hardware and software, telecommunication, and other office equipment and ability to navigate multiple systems simultaneously. Is accountable for ensuring accuracy and completeness through attention to detail.

This is a hybrid position with approximately 50% of work being completed remotely and 50% on a Mayo Clinic campus.  Therefore, incumbent must live within a reasonable driving distance of either the Rochester, MN, Jacksonville, FL, or Phoenix, AZ campus.

This vacancy is not eligible for sponsorship/ we will not sponsor or transfer visas for this position. Also, Mayo Clinic DOES NOT participate in the F-1 STEM OPT extension program.

Position requires high school diploma or G. E. D. with a minimum of two years’ experience in an administrative support role or one-year degree/diploma in an administrative, business, or medical-related program with a minimum of one-year experience in an administrative support role, or an associate’s degree in an administrative, business, or medical-related program. Administrative support role experience must include performance of responsibilities such as meeting management and calendar coordination, creating/transcribing correspondence/documents, and utilization of business-related software to produce databases, spreadsheets, presentations, etc. Possess high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication, and the ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment. Demonstrate effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-through. Experience with coordination of travel and expense management.
Proficient application of English grammar, punctuation, and sentence structure. Prefer work-related experience within the last ten years.

Preferred/Additional Qualifications:

• Complex Meeting Scheduling & Calendar Management – Ability to efficiently manage high-priority meetings, ensuring seamless coordination, stakeholder involvement, and resolution of scheduling conflicts.
• Committee & Subcommittee Support – Skilled in agenda preparation, membership updates, and coordination of meeting logistics to support committee operations.
• Document Support & Editing – Strong proofreading, formatting, and document management skills, including agenda creation and refining written materials for accuracy and clarity.
• WordPress & SharePoint Expertise – Strong ability to develop, update, and maintain SharePoint sites and WordPress pages, including managing site content, permissions, and document uploads.
• Deadline Management & Administrative Coordination – Ability to manage and meet assigned deadlines while tracking tasks, coordinating administrative details, and ensuring timely follow-ups to support department operations. 
• Travel & Expense Coordination – Experience arranging travel logistics, creating itineraries, and processing reimbursements in accordance with institutional policies.
• Collaborative & Flexible Team Player – Works collaboratively with colleagues, demonstrating flexibility and a willingness to assist teammates as needed. Willing to provide coverage and support team members during absences or high-priority deadlines. 

 

Why Mayo Clinic
Mayo Clinic is top-ranked in more specialties than any other care provider according to U.S. News & World Report. As we work together to put the needs of the patient first, we are also dedicated to our employees, investing in competitive compensation and comprehensive benefit plans – to take care of you and your family, now and in the future. And with continuing education and advancement opportunities at every turn, you can build a long, successful career with Mayo Clinic.
Benefits Highlights

• Medical: Multiple plan options