Special Assistant to Corporate Executive, External and Regulatory Affairs

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


Summary of Duties and Responsibilities

• Coordinates extensive project management for the combined groups, responsible for calendar maintenance and communications that allows all team members to be aware of significant projects, deadlines, and personnel time out of the office.

• Completes a broad variety of operational and administrative tasks for including but not limited to development and maintenance of correspondence; research; preparing briefing documents; calendar planning for group workplans and deadlines; responsibility for coordinating team building events; support for budgeting and financial planning; and coordinating logistics and documents for meetings, including, itineraries and agendas.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Spends their 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.

• Obsessed with organization, a master of time management.

• Participates as an adjunct member of the Executive Team including assisting/coordinating in scheduling and attending all meetings; assists in coordinating the agenda, records notes of senior management team meetings and off-site events and meetings, and all-staff meetings. Tracks required follow-ups.

• Facilitates cross-divisional coordination within the External/ Regulatory Affairs and Communications/ Marketing teams.

• Maintains confidentiality of all corporate, personnel and research matters.

• Support other executives in a backup role as necessary.

• Assist SVP and Senior Director in preparation of presentations and regular updates.

• Partners with SVP and Senior Director 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.

• Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included.

• Screens and prioritizes incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).

• 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.

• Knowledge of advanced MS office applications, including Word, Excel and PowerPoint.

• Excellent social skills, able to operate with diplomacy, tact and humor.

• 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.

• 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.


Minimum Qualifications


1. A Baccalaureate Degree from an accredited college or university, and three (3) years experience in health and medical service administration, public administration, business administration, personnel and labor relations, finance or an appropriate functional discipline with emphasis on planning, liaison and interorganizational relationships, or related administrative or managerial functions; or,

2. A Master's degree in hospital administration, health care planning, business administration, public administration or an approved related program, and two (2) years of experience in health and medical service administration, public administration, business administration, personnel and labor relations, finance or an appropriate functional discipline with emphasis on planning, liaison and interorganizational relationships, or related administrative or managerial functions; or,

3. A satisfactory equivalent combination of education and experience.


Department Preferences


• Microsoft Office (Outlook, Word, Excel, PowerPoint)

• Strong administrative skills

• Advanced organizational skills

• Strong communication skills

• Calendar management skills

• Ability to multitask

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