Executive Assistant

Job Summary:
The Executive Assistant serves as the primary representative and first point of contact for business partners, vendors, NYMC staff, job candidates, and visitors for Executive staff. He or she provides administrative support and personal assistant duties to the CEO and Executive Staff.
By working closely with the Executive team, this individual serves as the administrative lead for updating and maintaining NYMC policies.

Educational Requirements and Qualifications

• Associate or bachelor’s degree, or 5+ years of direct Executive Assistant experience required
• The position requires proven interpersonal skills and well-developed verbal and written communication skills.
• Must be experienced and recognized as a mature and successful Assistant, and have demonstrated ability to handle multiple, diverse problems in an effective, timely manner.
• Demonstrated proficiency in various computer applications including Microsoft Office software

In accordance with Federal and State requirements, below are the essential physical requirements of the Executive Assistant position. The following are codes used to indicate the frequency of key activities that could be involved in job-related activities.

C-Constantly (66-100% of time) F-Frequently (34-65% of time)

O-Occasionally (1-33% of time) N-Never (0% of time)

Activity

C

F

O

N

Activity

C

F

O

N

Standing

X

Manual dexterity

X

Walking

X

Hearing

X

Sitting

X

Running

X

Visual Acuity

X

Bending/stooping

X

Talking

X

Kneeling/squatting

X

Driving vehicle

X

Sense of balance

X

Crawling

X

Touch sensitivity

X

Climbing

X

Manual manipulation

X

Reaching

X

Activity

C

F

O

N

Lifting, pushing, pulling and/or carrying up to 20 pounds

X

Lifting, pushing, pulling and/or carrying 21-35 pounds

X

Lifting, pushing, pulling and/or carrying 36-50 pounds

X

Essentials Functions:

Assistant to the CEO

• Manage multiple requests and priorities while remaining calm under pressure, exercising judgment, and seeing beyond the day-to-day to anticipate ever-changing needs.
• Make all business travel arrangements/accommodations and be ready to manage complicated itineraries and last-minute changes.
• Prepare reports for CEO.
• Completes personal assistant duties as directed when needed.
• Reconcile corporate credit card monthly statements, if applicable, and submit to A/P monthly.

Assistant to the COO:

1. Manage and maintain appointments/meetings through Microsoft Outlook

2. Make all business travel arrangements/accommodations and be ready to manage complicated itineraries and last-minute changes.

3. Prepare reports for COO.

4. Reconcile corporate credit card monthly statements, if applicable, and submit to A/P monthly.

Assistant to the COO:

1. Manage and maintain appointments/meetings through Microsoft Outlook

2. Make all business travel arrangements/accommodations and be ready to manage complicated itineraries and last-minute changes.

3. Prepare reports for COO.

4. Reconcile corporate credit card monthly statements, if applicable, and submit to A/P monthly.

Assistant to the CNO:

1. Make all business travel arrangements/accommodations and be ready to manage complicated itineraries and last-minute changes.

• Coordinate Nurse Leadership meetings.
• Prepare reports for CNO.

Assistant to the Senior Directors of Finance and Facilities Management:

1. Make all business travel arrangements/accommodations and be ready to manage complicated itineraries and last-minute changes.

2. Coordinate Leadership meetings as needed.

3. Prepare reports for the Senior Directors.

Policy & Procedure

• Act as the gatekeeper for Policy & Procedure management, including updating and maintaining policies and forms.
• Search and locate policies for staff as needed.
• Coordinate, gather and distribute policies and forms for the monthly P&P meeting.
• Notify all staff of new and revised material via electronic method.

Risk Management

• Compile policies and forms for the Quality/Risk Management staff regarding any legal proceedings on an as needed basis.

General

• Electronically file contracts.
• Electronically file surveys.
• Manage meetings.
• Manages meeting room reservations.
• Organizes and reserves catering, reservations, and travel arrangements as directed.
• Assists with mailings/projects when needed. -…