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Executive Assistant in New York, NY at Pride Health

Date Posted: 9/21/2018

Job Snapshot

  • Employee Type:
  • Location:
    New York, NY
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

A large hospital system in Queens is looking for a highly experienced executive assistant to support a department Vice President or Chair on a contract basis. M-F 9a-5p. The contract will end 11/3/18.  

Job Summary

  • The Executive Assistant I is responsible for overall support to a Vice President or Chair as related to day-to-day operations of a large or complex department or office.
  • Coordinates the administrative activities for the clinical, administrative, and academic department or departments for which the VP or Chair has responsibility.

Job Duties

  • Partners with management in the planning, scheduling, coordination and reporting of activities to ensure that projects, goals and objectives are accomplished on time and within budget.
  • Researches, gathers and synthesizes information for reports.
  • Assembles and categorizes data for computation and calculation.
  • Prepares statistical analyses.
  • Monitors budgets and grant allocations, and maintains accruals.
  • Prepares documents required to maintain balanced accounts for review and approval.
  • May maintain departmental employee files, and ensures compliance with regulatory standards.
  • Initiates and follows through on human resources and payroll transactions. Generates weekly payroll submission.
  • Maintains liaison with human resources and payroll to coordinate and resolve issues and problems.
  • May mentor, train and/or conduct orientation for new office support staff and monitor performance.
  • May coordinate administrative, secretarial and/or general office support coverage.
  • May assign work, set deadlines and supervise the work of assigned staff, and participate in performance appraisal process.
  • Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships.
  • Assists in the development and coordination of informational packets for participants.
  • Transcribes and distributes minutes.
  • Develops, updates and/or revises informational flyers, brochures, leaflets and mailings.
  • Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included.
  • Ensures adequate restocking of supplies for department.
  • Takes inventory or examines merchandise to identify items to be reordered or replenished.
  • 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.
  • Coordinates meetings and appointments, and maintains supervisor's calendar.
  • Makes travel arrangements and accommodations.
  • Prepares travel reimbursements and expense reports.
  • 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).  
  • Screens telephone calls, answers inquiries or directs caller to the appropriate individual for further information and/or resolution.
  • May assist supervisor with the completion of grant applications, special projects and Joint Commission and other survey preparations.
  • Performs other related duties.

Job Requirements

  •  7-10 years related administrative or business experience 
  • Bachelor's Degree or equivalent combination of experience and education
  • Maintains effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements, or cultures.