Executive Assistant

2 weeks ago

Bronx, United States St. Barnabas Full time
Job Description

The Executive Assistant is a key member to the organization's success, with significant responsibilities to ensure seamless operations within Executive Management. This diversified role manages incoming and outgoing reception for Executives and senior leadership. This role will provide multifaceted, high-level administrative tasks, coordination of schedules, events, company communications, and appropriate vetting of the Executive reception area. The Executive Assistant will ensure workflow efficacy of projects and assist in meeting deadlines. The ideal candidate must be highly organized and detail-oriented. The Executive Assistant must have excellent communication skills and the ability to maintain confidentiality. Proficiency in Microsoft Office, particularly skilled in Word Doc, Excel, PowerPoint, and Microsoft Office 365.

Executive Function:

  • Manage Executive Administrative reception area
  • Provide high-level support to SVP/Chief Clinical Strategy Officer

Primary Responsibilities:

Answer and Screen Calls:

  • Professionally handle incoming calls directing them to the appropriate personnel
  • In-take accurate messages, relaying important information promptly to relevant team members
  • Greet visitors and make them feel comfortable, both in person and over the phone

Document Preparation and Proofreading:

  • Review materials, correspondence, memos, and reports for accuracy and clarity
  • Type and format documents using Microsoft Office Suite applications (e.g., Word, Excel, PowerPoint)
  • Create, edit, and maintain various documents including presentations, spreadsheets, and reports
  • Ensure consistency and adherence to hospital standards
  • Prepare official letters, memos, and other written communications
  • Proofread outgoing communication, including e-mails, news, and alerts.

Mail Management and Distribution:

  • Receive, sort, and distribute incoming mail and packages
  • Handle outgoing mail, including postage and courier services

Calendar and Schedule Management:

  • Maintain executives' calendar(s) using Outlook and Office 365
  • Schedule meetings, appointments, and conference calls efficiently
  • Coordinate with executive/senior administrative assistants to handle requests and queries from senior managers
  • E-Time/Payroll reconciliation

Record Keeping for Governmental Agencies:

  • Maintain organized records and files, ensuring compliance with legal and regulatory requirements
  • Assist with document retrieval during audits/inspections/surveys
  • Maintain contact list and office supplies
  • Alert management of potential security issues

Requirements

Education Experience Requirements:

  • Bachelor's Degree preferred
  • Minimum 3-5 years experience in administrative role
  • Proven experience as an Administrative Assistant to senior-level teams,Virtual Assistant, and/orOffice Assistant

Qualifications and Required Skills:

  • Time management skills and the ability to prioritize tasks effectively to meet deadlines
  • Verbal and written communication skills, strong organizational skills
  • Bi-lingual skills highly preferred
  • Attention to detail, problem solving, and decision-making ability
  • Inter-personal skills
  • Critical thinking, evaluation and analytical skills
  • Knowledge of standard office management systems and procedures
  • Technical knowledge of office equipment, (i.e. printers, fax, scanners, etc.)
  • Proficiency in MS Office (MS Word, Excel and PowerPoint in particular)
  • Knowledge of hospital industry and/or healthcare management is a plus

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