Administrative Assistant

Hospital for Special Surgery•New York, NY

16h•Hybrid

About The Position

How you move is why we’re here. ® Now more than ever. Get back to what you need and love to do. The possibilities are endless... Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize the abundant opportunities for growth and success. If this describes you then let’s talk! HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment. Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise.

Requirements

Ability to work in a fast-paced and deadline-oriented environment.
Ability to manage multiple executives’ schedules and deliverables.
Ability to prioritize tasks and requests in order to meet deadlines with critical attention to detail.
Ability to work with ease and efficiency in high activity work environments.
Associate’s or Bachelor’s degree or commensurate experience required.
Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills.
Strong verbal and written communication skills.
Demonstrated collaborative skills and ability to work well within a team.
Self-motivated with critical attention to detail, deadlines, and reporting.
High degree of proficiency in Microsoft Outlook.

Responsibilities

Manage scheduling and coordination of meetings with internal and/or external stakeholders with a clear sense of urgency and accuracy.
Respond to emails and phone calls promptly, routing inquiries to the appropriate individual and following up to ensure completion of task as needed.
Coordinate office maintenance tasks, receive and triage mail, manage inventory of office and break room supplies as applicable, reconcile and approve invoices and expenses in a timely manner.
Ensure timely submission of Dimensions timekeeping reports for assigned cost centers.
Manages department invoices and processes payments as needed.
Take ownership in ensuring meeting preparation is complete from an administrative support perspective including reserving conference rooms, supporting IT set-up and/or triaging, printing material as requested, ordering and preparing catering, etc.
Participate in a shared coverage model providing administrative support for other Administrative Assistants when out of office, as needed.
Coordinate domestic and international travel arrangements, as needed, by reserving and coordinating flights, cars, hotels, etc.