Executive Administrative Assistant

2 days ago

New York, New York, United States Joseph P. Addabbo Family Health Center Full time

Position Summary: The Executive Assistant will provide comprehensive administrative and office support to ensure the efficient operation of the Medical Department and Team. This role requires strong organizational skills, diligence, and the ability to manage confidential information with discretion.

Report To: Chief Medical Officer & VP of Clinical Operations

Responsibilities

  • Calendar administration including travel arrangements, scheduling, and coordination of meeting arrangements.
  • Prepares and modifies documents including correspondence, reports, drafts, memos, and emails.
  • Prepares agendas/minutes for meetings, and coordinates meeting logistics.
  • Opens, sorts, and distributes incoming correspondence.
  • Develops and/or edits internal and external communications, including documents that are confidential and/or sensitive in nature.
  • Coordinates new providers orientation including new providers coats and stamp distribution.
  • Maintains electronic and hard copy filing system as directed.
  • Manages requests for information and data.
  • Administration of providers' schedule.
  • Resolves administrative problems and inquiries regarding medical operation.
  • Bi-weekly preparation of timecards of the medical staff under the CMO Supervision for the Payroll Department.
  • Monitors clinical supplies and manages all requests for new supplies when necessary.
  • Establish good working relationship with staff within the division, other departments, executive team, medical staff, and external contacts.
  • Monitors administrative compliance regarding all medical policies and procedures to ensure that the medical staff operates according to the organizations regulations and guidelines.
  • Tracks and coordinates the performance evaluation of the medical staff under supervision.
  • Tracks/Reviews all patient complaints daily and coordinates with the appropriate department on the proper transfer and speedy closure of complaints/incidents.
  • Coordinates continuing medical education programs and other clinical training such as ACLS, BCLS, PALS, Infection Control.
  • Other tasks, duties, and responsibilities as assigned.

Minimum Qualifications

  • Bachelor's Degree preferred.
  • 5-7 years previous experience administrative support in a health care setting.
  • Previous experience supporting senior executives preferred.
  • Proficiency with MS Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software.
  • Ability to manage sensitive and confidential information with discretion.
  • Knowledge of operation of standard office equipment.
  • Knowledge of principles and practices of basic office management.

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