Executive Assistant - Full Time - Days

Valley Health System • Utica, NY

74d • $54,000 - $87,000

About The Position

The Executive Assistant delivers high-level administrative support including but not limited to conducting research, preparing statistical reports, scheduling meetings, managing calendars, assisting in the coordination of communication, documents and presentations, handling information requests, managing meetings, serving as liaison with internal and external groups and customers, and assisting in the accomplishment of goals for executives. Uses considerable independent judgement in executing responsibilities. Works under one or more high level executives at the VP or SVP level. May also provide support to other leaders to promote the smooth and efficient operation of organization-wide functional areas.

Requirements

• Bachelor's degree or equivalent work experience.
• Minimum 5 years supporting leadership.
• Outstanding interpersonal and communication skills (written and verbal).
• Proven critical thinking, decision making and problem solving skills.
• Proven ability to respond quickly to changing priorities.
• Ability to consistently deliver outstanding customer service using a professional demeanor in all interactions.
• Ability to work independently.
• Comprehensive knowledge of MS Office tools.

Nice To Haves

• Comprehensive knowledge of areas supported.

Responsibilities

• Provide a wide range of complex office administration duties and support to one or more leaders within a broad functional area.
• Serve as a principal administrative contact and liaison for internal and external customers.
• Coordinate, lead and organize the execution of high impact projects and tasks independently, notifying senior management of issues.
• Keep deliverables on schedule and follows up on action items.
• Communicate agendas updates and information to stakeholders.
• Manage complex calendars, making independent scheduling decisions based on executive's priorities.
• Provide meeting and event support duties including: organizing/scheduling meetings and appointments; establishing meeting agendas with supporting documents; taking minutes; making conference and travel arrangements.
• Prioritize incoming communications for executives.
• Recommend action steps upon presentation of information.
• May review and monitor email for action items.
• Answer inquiries and requests, referring complex matters to executive or appropriate subject matter expert/decision maker.
• Execute routine processes such as payroll, timekeeping, travel arrangements, office supply procurement, expense processing, etc.
• May interpret, administer and communicate office procedures and policies related to operation of a functional area.
• Provide professional support to visitors, board members and other VIPs.
• Protect confidentiality of high-level, sensitive information.
• Maintain records and files in an organized system.
• Comply with federal, state and hospital requirements.
• May provide supervision, leadership, coaching, training and/or mentoring to a subordinate group.
• May represent leader at events or interact on leader's behalf.
• May perform research and summarize findings.
• Serve as a resource and role model for others in the function.
• May assist in training or orienting new staff.
• Perform other duties as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Religious, Grantmaking, Civic, Professional, and Similar Organizations
• Education Level: Bachelor's degree