Executive Administrative Assistant

Nascentia Health•Syracuse, NY

About The Position

The Executive Administrative Assistant is responsible for assisting the Chief Operating Officer in effectively achieving her objectives through the provision of direct administrative support and project coordination. Performance Responsibilities and Standards: Responsible for the flow of communication for the COO: Answer incoming calls, manage emails, record and prioritize messages (both phone and email), and communicate pertinent information as directed. Stay on top of communications, both received and outgoing, to aid in knowing what the COO may need help with or needs to be made aware of. Other administrative duties to assist the Chief Operating Officer. Maintain filing system. Ensure all contracts and important documentation are kept, filed, and easily accessible if needed both virtually and in hard copies. Schedule and coordinate meetings ensuring timely notification of meeting to participants, agenda prepared and distributed, and refreshments provided. Assist at meetings, and/or take minutes. Manage the COOs calendar by scheduling thoughtfully, accounting for travel, avoiding conflicts, prioritizing meetings, and proactively communicating and adjusting upcoming commitments as needed. Book conference registration and travel arrangements for executive. Operation Team Support as needed: Including travel arrangements, scheduling meetings, paying invoices, signing contracts, etc. Responsible for knowing and adhering to agency policies and procedures. Maintain confidentiality. Demonstrate knowledge of quality assurance standards pertinent to this position. Adhere to dress code and other agency policies. Operating Team Support Assist all departments that report to the Chief Operating Officer with Project Coordination. Communicate project timelines. Schedule project meetings as needed. Use tracking systems, as needed, to manage project tasks. Perform all other duties as assigned Attend meetings as required. Perform other duties as assigned.

Requirements

Two years of college, business school, or equivalent experience.
Knowledge of computer programs (Word, Excel, PowerPoint).
Demonstrated proofreading skills.
Strong written and verbal communication skills.
Strong organizational skills.
Project coordination experience.

Responsibilities

Answer incoming calls, manage emails, record and prioritize messages (both phone and email), and communicate pertinent information as directed.
Stay on top of communications, both received and outgoing, to aid in knowing what the COO may need help with or needs to be made aware of.
Maintain filing system.
Ensure all contracts and important documentation are kept, filed, and easily accessible if needed both virtually and in hard copies.
Schedule and coordinate meetings ensuring timely notification of meeting to participants, agenda prepared and distributed, and refreshments provided.
Assist at meetings, and/or take minutes.
Manage the COOs calendar by scheduling thoughtfully, accounting for travel, avoiding conflicts, prioritizing meetings, and proactively communicating and adjusting upcoming commitments as needed.
Book conference registration and travel arrangements for executive.
Operation Team Support as needed: Including travel arrangements, scheduling meetings, paying invoices, signing contracts, etc.
Assist all departments that report to the Chief Operating Officer with Project Coordination.
Communicate project timelines.
Schedule project meetings as needed.
Use tracking systems, as needed, to manage project tasks.
Perform all other duties as assigned
Attend meetings as required.
Perform other duties as assigned.