Executive Assistant - Bronx, United States - St. Barnabas

St. Barnabas Bronx, United States

3 weeks ago

Description

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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