Senior Executive Assistant, Materials Management

4 weeks ago

New York, United States NYC Health + Hospitals Full time

About NYC Health + Hospitals

Empower Every New Yorker — Without Exception — to Live the Healthiest Life Possible

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city’s five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers, without exception, to live the healthiest life possible.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Job Description

The Executive Assistant will manage and support the office of Business Operations, Pharmacy, and Supply Chain. Reporting directly to Special Assistant to Corporate Officer, s/he will have responsibility for direct administrative support as related to day-to-day operations of the departments with additional focus and detail to extensive logistics, project/event coordination and will work with the broader Sr. Executive Administrative Team to successfully plan, initiate and monitor the Department’s administrative goals. The Executive Assistant will play a pivotal role in a dynamic, clinical/operational environment by serving as a key point person in the administrative management of the department and the Senior Executive Team.

The Executive Assistant reviews, analyzes, and evaluates the administrative needs and serves as the liaison between the department’s Senior Executive Team, hospital teams (CEOs, CMOs, CNOs, Administration), internal and external clients, visitors and patients. S/he will work closely with internal team members, stakeholders, and participating facilities to ensure that tasks are completed in a timely manner to achieve department goals. 

SUMMARY OF DUTIES AND RESPONSIBILITIES:

Coordinates extensive calendar management for the Senior Executive Team. Completes a broad variety of administrative tasks for including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows-through on tasks to successful completion, often with deadline pressures. Spends time on what’s important; quickly zeros-in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus. Coordinates projects between sourcing, purchasing, materials and legal teams.  Assists with calendaring of solicitations team. Program management of departmental programs, including employee on- and off-boarding and coordinating the periodic updates of internal and external-facing data, websites and templates. Conducts event planning for the Vendor Diversity team, which includes coordination of external and internal parties, location selection and reservation, catering, communications, presentations, technology support, security, and related administrative tasks. Facilitates cross-divisional coordination of travel and outreach plans. Maintains confidentiality of all corporate, personnel and research matters. Liaison with Senior Executive Team for meeting and travel coordination. Assist Senior Executive Team in preparation of presentations. Partners with Senior Executive Team in the planning, scheduling, coordination and reporting of activities to ensure that projects, goals and objectives are accomplished on time. Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares documents required to maintain balanced accounts for review and approval. Ensures compliance with regulatory standards. Initiates and follows through on human resources transactions. Manages the planning and logistical arrangements for forums, conferences, seminars, meetings and/or System events, including the development and coordination of informational packets for participants. Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included. Ensures adequate stock and restock of supplies for the department. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors' contracts and renews as needed. Receives and prioritizes correspondence and takes action in drafting correspondence, and forwarding for action and/or distributing for information.  Screens telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution. Establish and maintain relationships and uses exceptional communication skills at all levels of the organization across multiple locations. Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members.  Comfortable when working to tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice. Ability to think proactively and laterally to maximize opportunities to promote the work of the organization. Drafts confidential correspondence, edits documents, takes and transcribes minutes of meetings, and performs other administrative duties. Administers the department record keeping system; updates various department records and publications; ensures that department files are maintained in accordance with company policies and procedures; reviews requests for information and determines the appropriateness of release. Assists in the preparation of departmental budget and monitors expenditures. Takes independent action on handling requests; determines the appropriate course of action, intervenes where necessary, and acts as a liaison between departments. Performs related duties, as required. Support other executives in a backup role as necessary.

Minimum Qualifications

1. a. High School Diploma or equivalent and five years of clerical experience including two years as a stenographic secretary; or, 
b. A Baccalaureate Degree from an accredited college or university and one year experience as a stenographic secretary; or, 
c. An Associate Degree with specialization in Secretarial Science and three years of clerical experience, one year of which shall have been as a stenographic secretary. 
2. The ability to take dictation accurately, rapidly and to transcribe. Ability to exercise discretion and diplomacy in all internal and external contact relationships and to exercise initiative in the preparation of routine correspondence, in handling administrative details and to maintain confidentiality of all executive and Corporate matters. 
3. High level verbal, written and secretarial skills and knowledge required; or, 
4. A satisfactory combination of education, training and experience.

Department Preferences

Minimum of five (5) years’ related administrative or business experience Bachelor’s degree or equivalent combination of experience and education Excellent organization and time management skills.  Excellent social skills, able to operate with diplomacy, tact and empathy. 

How To Apply

If you wish to apply for this position, please apply online by clicking the "Apply Now" button.

NYC Health and Hospitals offers a competitive benefits package that includes:

Comprehensive Health Benefits for employees hired to work 20+ hrs. per week Retirement Savings and Pension Plans Loan Forgiveness Programs for eligible employees Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts College tuition discounts and professional development opportunities Multiple employee discounts programs

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