Executive Assistant - Chief of Staff

Albany Medical Center • Albany, NY

23h • Onsite

About The Position

The Executive Assistant provides high-level administrative support to senior executives, ensuring efficient operations and effective communication across the organization. This role involves preparing agendas or presentations, attending meetings with the executive, and taking, transcribing, and distributing notes or minutes. The Executive Assistant is responsible for preparing and submitting expense reports, screening visitors, phone calls, emails, or physical mail, and maintaining confidentiality of sensitive information. Key duties include managing executive calendar schedules, confirming appointments, arranging meeting rooms, and making travel plans. Specifically, this position ensures smooth day-to-day operations for the executive office, with high-level calendar management for the Chief of Staff. It requires coordination with the AMHS President and CEO’s office for meetings involving the Chief of Staff, AMHS President and CEO, AMHS Executive Leadership, and high-level external constituents. The role also assists with AMHS Board Liaison responsibilities, including monthly AMHS Board meeting preparations, coordinates with other departments for seamless workflow, processes expense reports, monitors budgets for executive-related activities, conducts research, compiles reports, and serves as the primary point of contact between executives and internal/external stakeholders.

Requirements

• Bachelor’s degree
• Minimum of 4+ years in an office environment supporting management or leadership
• Strong organizational and time management skills
• Excellent written and verbal communication
• Proficiency in Microsoft Office Suite and collaboration tools
• Ability to build collaborative relationships
• Detail oriented
• Ability to work independently and handle multiple priorities
• Professionalism and discretion
• Attention to detail
• Problem-solving and adaptability
• Strong interpersonal skills

Nice To Haves

• 1+ years in healthcare or related industry

Responsibilities

• Provides high-level administrative support to senior executives.
• Ensures efficient operations and effective communication across the organization.
• Prepares agendas or presentations.
• Attends meetings with the executive, and takes, transcribes, and distributes notes or minutes.
• Prepares and submits expense reports on behalf of the executive.
• Screens visitors, phone calls, emails, or physical mail.
• Maintain confidentiality of sensitive information.
• Maintains the executives' calendar schedules and confirms appointments.
• Arranges for meeting rooms or facilities.
• Makes and confirms travel plans.
• Ensure smooth day-to-day operations for the executive office.
• High-level calendar management for the Chief of Staff.
• Work with the AMHS President and CEO’s office to coordinate meetings with the Chief of Staff, AMHS President and CEO, AMHS Executive Leadership, and high-level external constituents.
• Assist the AMHS President and CEO’s office with AMHS Board Liaison responsibilities including monthly AMHS Board meeting preparations.
• Coordinate with other departments for seamless workflow.
• Process expense reports and monitor budgets for executive-related activities.
• Conduct research and compile reports as needed.
• Prepare agendas, presentations, and meeting materials.
• Serve as the primary point of contact between executives and internal/external stakeholders.
• Maintain strict adherence to the Albany Medical Center Confidentiality policy.
• Incorporate Albany Medical Center Behavioral Standards and Guiding Principles into daily activities.
• Comply with all Albany Medical Center Policies.
• Comply with behavioral expectations of the department.
• Maintain courteous and effective interactions with colleagues.
• Demonstrate an understanding of the job description, performance expectations, and competency assessment.
• Demonstrate a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
• Participate in departmental and/or inter-departmental quality improvement activities.
• Participate in and successfully completes Mandatory Education.
• Perform all other duties as needed or directed to meet the needs of the department.

Benefits

• Excellent health care coverage with lower copays at most Albany Med Health System providers
• A wide array of services and programs to support emotional, physical, and mental wellbeing

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 1,001-5,000 employees