Sr Administrative Assistant
Description
Summary:
Provides administrative support to senior administrators. Enhances executives' effectiveness by representing executive to others and acts as a liaison for all inquiries. Conducts research, prepares statistical reports, handles information requests, and performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings, researching information and troubleshooting complaints.
Responsibilities:
1.Schedules and coordinates meetings with senior level Administrators, President/CEO, Leadership, Chairman, and managers and/or department staff. Coordinates and schedules meetings with community leaders, elected officials, and/or external firms.
2.Prepares documentation for organization-wide projects. Reviews timeline for target date completion. Monitors projects/initiatives for follow through and roadblocks to progress and reports same to appropriate leader.
3.Maintains leadership calendars and advises of changes or conflicts in schedule on a daily basis. Identifies problems/issues in a proactive manner and informs leaders. Manages travel arrangements.
4.Responsible for special projects, working with other corporate-level assistants, including but not limited to managing activities related to board level meetings, leadership retreats, preparation, presentation and assembly/coordination of off-site meetings.
5.Provides phone support for designated leadership, including cross-coverage for 6 Tower executive assistants. Triages patient, family, physician concerns to appropriate executive and acts to resolve immediately whenever possible.
6.Prepares spreadsheets and presentation materials and organizational projects as directed.
7.Establishes and maintains highly confidential files and correspondence.
8.Prepares and processes invoices and maintains budget tracking spreadsheets. Works with vendors to research discrepancies. Prepares and processes capital purchase requisitions. Maintains files of purchase requisitions and/or capital purchase projects.
9.Opens, reads and routes mail to expedite flow of correspondence. Initiates responses (draft) to correspondence as required. Transcribes notes taken from executive level committee meetings. Types and distributes to committee members and uploads to Board portal as required.
10.Coordinates building maintenance and repair activities with Facilities. Coordinates information technology needs/troubleshoot with ITG to support leadership team.
11.Fulfills all compliance responsibilities related to the position.
12.Performs other duties as assigned.
Other Information:
Required: Associate�s Degree or equivalent experience. Microsoft Word, Excel, Outlook, and Power Point. Requires 5+ years experience supporting Senior Level Management. Maintain confidentiality. Strong written and verbal communication, and organizational skills.
Working Conditions:
Manual: significant manual skills/motor coord & finger dexterity
Occupational: Little or no potential for occupational risk
Physical Effort: Sedentary/light effort. May exert up to 10 lbs. force
Physical Environment: Generally pleasant working conditions
Company: Vassar Brothers Medical Center
Org Unit: 1218
Department: Nursing Administration
Exempt: No
Salary Range: $22.94 - $42.61 Hourly