Executive Administrative Assistant

Adapt of the Hudson Valley Inc • Middletown, NY

9d • $45,000 - $65,000

About The Position

Provides administrative support to the Chief Executive Officer as assigned, including scheduling and coordinating meetings, taking and distributing approved minutes, and initiating and receiving phone calls. The role maintains confidential files in accordance with agency and regulatory guidelines, including HIPPA, and manages the Main Conference Room calendar. It also supports mail and fax distribution, reception coverage, Board of Directors meeting materials, office supply and food orders, and the Executive Team. The position may participate in special assignments or projects and performs other duties as requested or required.

The role requires completion of mandatory organizational and regulatory training and medical documentation. The employee should be able to work in a fast-paced office, manage multiple priorities flexibly, communicate effectively, use Word and Excel, and maintain a high level of confidentiality. The work involves detailed computer tasks, sitting for most of the day, and a normal office environment; physical activities may include bending, stretching, lifting, pushing, and pulling up to 20 pounds. Salary is $45,000–$65,000 per year.

Requirements

• High school diploma or GED.
• Minimum of 2–5 years of experience in an office setting supporting executive leadership.
• Ability to work in a fast-paced office with attention to detail.
• Ability to be flexible and manage multiple priorities.
• Excellent communication skills.
• Fluency in Word and Excel.
• Ability to maintain a high level of confidentiality.
• Completion of all mandatory training sessions and medical documents required by the organization and regulatory agencies.

Responsibilities

• Coordinate and attend assigned or scheduled meetings, take minutes, type them, obtain approval, and distribute them to designated individuals.
• Maintain confidential files in accordance with agency and regulatory guidelines, including HIPPA.
• Maintain the Main Conference Room calendar.
• Assist with sorting mail and distributing faxes, and cover reception during breaks, lunch periods, or days off.
• Prepare and distribute information packets for Board of Directors meetings.
• Order office supplies through purchasing and place food orders as requested.
• Provide assistance to the Executive Team as needed and assigned.
• Participate in special assignments or projects as assigned.
• Perform other duties as requested or required.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED