Special Assistant to the President & CEO

Healthcare Association of New York State•Rensselaer, NY

1d•Hybrid

About The Position

The Healthcare Association of New York State (HANYS) is seeking a Special Assistant to the President & CEO to join our Executive Office. Reporting to the President & CEO of HANYS, this role is responsible in managing the Executive Office of the President ensuring efficiency and quality in organizational activities. This is a hybrid position based in Rensselaer, NY and applicants must live within a commutable distance from our office.

Requirements

A minimum of 15 years' association, hospital, or corporate office experience is necessary.
Prior experience supporting executive level staff is required; prior experience supporting a CEO is preferred.
High school diploma or equivalent is required; associates degree is preferred.
An equivalent combination of education and experience sufficient to satisfactorily perform the duties of the job may be substituted.
Demonstrated experience working with a board of directors - coordinating all activities, communications and schedules is expected.
Excellent leadership, communication and interpersonal skills are expected.
Demonstrated expertise in coordinating activities at the executive level is required.
Ability to handle multiple competing priorities is expected.
A demonstrated ability to manage a variety of situations with tact and diplomacy is required.
Ability to handle sensitive materials and maintain confidentiality is a must.
Strong computer skills including Outlook, Word, Excel, PowerPoint, Boardvantage (or similar board coordination tool), Protech, Workfront, Adobe Acrobat DC, and Zoom expected.
Willingness to travel is expected.

Nice To Haves

Prior experience working with a large board of directors is a plus.
Familiarity with computer database systems is preferred.

Responsibilities

Manages the President and Executive Offices: Anticipates the needs of the President and acts as a liaison with staff and members.
Oversees routing of correspondence and other documents for President, including handling and responding to issues and requests for information, directing information to appropriate staff, and clearly identifying potential issues and conflicts for the President.
Ensures staff response to member and external requests, notifying staff and/or President of areas that require follow-up.
Prepares President for meetings, providing background information, materials, and travel details.
Ensures efficient office operations.
Schedule, manage, and prioritize a high volume of both internal and external meetings for the President.
Track the President's requests and follow up on any outstanding items until completion.
Schedule and coordinate CEO member visits and ensure that the President is briefed and prepared for each meeting.
Coordinate travel arrangements, itineraries, and expense reimbursement for the President.
Track state and federal lobby expenses for the President and submit reports.
Approve all timecards, time off requests and expense reimbursement requests for the senior leadership team.
Participate as a member of the planning committee for the Board Coordinator/Assistant to the President and C-Suite Educational Program.
Serve as administrator of the Boardvantage board portal including access rights and committee assignments.
Participates in special projects as requested.
Ensures Quality and Efficiency of Information and Organizational Operations: Review all correspondence/documents prepared for President's signature, including all membership mailings (i.e., letters, press releases, brochures, member updates, and staff updates).
Problem resolution and issues related to support and administrative functions as needed.
Manages the HANYS Board of Trustees and several board committee meetings, including development of schedules, coordination and posting of materials: aggregating, reviewing and working with senior leadership to create high-quality Board meeting packages for Board members and management, and posting to HANYS' Boardvantage website portal in accordance with required timelines.
Manages the Board and committee meeting schedule and communication to management and relevant staff regarding changes to key dates and deliverables.
Primary point of contact for Executive Assistants supporting the HANYS Board of Trustees and Committees, both internally and externally.
Ensure timely updates for board and committee rosters, user access to board portal, and maintain all associated records and files, including historical records.
Board Compensation Committee Meetings: Work with President and VP, HR to develop a yearly schedule of meetings. Preparation of meeting agendas and materials. Ensure completion of minutes and report to the board after each meeting. Download and distribute materials through Boardvantage Maintain attendance records in Boardvantage.
Board Audit Committee Meetings: Download and distribute materials through Boardvantage. Maintain attendance records and access rights in Boardvantage.
Coordinates Activities of HANYS Key Audiences: Ensures appropriate HANYS' representation at regional board meetings and AHA meetings (i.e., staff attendance, speaker requests, distribution of agendas and materials).
Develop schedule of meetings and agendas and tracking of topics (Executive Team, Full Staff).
Meeting Attendance: Executive Team Huddles Board Planning meetings Board Coordinator and Assistants to the President and C Suite planning meetings AHA Region 1 and 2 Administrative Assistants Annual Meeting AHA HCEA Annual Conference