Senior Executive Assistant to the Chief Human Resources Officer

Senior Executive Assistant to the Chief Human Resources Officer

Position Summary

The Senior Executive Assistant provides administrative and project management support to the Chief Human Resources Officer for Stony Brook Medicine. Incumbent is responsible for maintaining the Chief Human Resources Officer’s calendar, making travel arrangements, and coordinating meetings and conferences. The incumbent will assist in the development of presentation materials, building and working with spreadsheets, and any major project related tasks. The incumbent will assist in the development and monitoring of the annual budget and email/blog communications.

Duties of the Senior Executive Assistant to the Chief Human Resources Officer may include the following but are not limited to:

• Answers and effectively screens incoming telephone calls, mail, and visitors; researching and responding to various inquires while directing other inquiries as necessary to responsible areas.
• Responsible for the preparation and/or coordination of official correspondence, meeting agendas, meeting minutes, and formal presentations for the CHRO that are accurate, complete and meet quality standards for appearance and presentation. Prepares mail merges as needed.
• Schedules and coordinates meetings for the CHRO. Prepares meeting materials and distributes to meeting participants Coordinates virtual meetings and/or in person meetings as needed.
• Responsible for the CHRO’s calendar by setting priorities for activities and appointments and keeping abreast of activities throughout SBUH, HSC, the Campus, the Community, and elsewhere that may require the CHRO’s attention. Attend meetings as representative for the CHRO, as needed.
• Coordinates personnel actions for the CHRO This includes recruitment, appointments, interactions with outside agencies in the search process, performance programs, interactions with search committees, tracking staff evaluation due dates, recertification schedules and employee health evaluations, as required. Maintains confidential files for disciplinary and other medical staff issues.
• Prepare, monitor, coordinate and expedite purchase requisitions and services for the CHRO, review invoices for accuracy prior to payment, perform data entry necessary to input expense information into spreadsheet format for the maintenance of records and preparation of reports as needed.
• Prepares and coordinates all travel arrangements, follow-up and reimbursement for the CHRO for local and national conferences and speaking engagements. Helps process meeting and travel financial approvals and associated accounting paperwork for directly reporting HR Senior Managers.
• Prepares spreadsheets, uses advanced excel formulas to analyze and summarize data. Prepares high level, professional summaries of data as needed.
• Prepares PowerPoint presentations which are of high quality and follow best practices in visual presentation.
• Prepares and updates Tables of Organization using Visio and/or other applications.
• Serves as administrative support when the hospital command center is activated.
• Maintains a well-organized and up to date electronic filing system.
• Coordinates departmental budget administration, including monitoring expenditures, tracking budget activity, reconciling accounts, preparing financial reports, and working with departmental leadership to support accurate and timely budget planning and management.
• Other duties and responsibilities as assigned.

Qualifications

Required Qualifications:

• Associate’s degree and at least 5 years of administrative support experience with 3 or more years of which must be supporting a Director level position or above or, in lieu of degree, at least 10 years of executive assistant experience.
• Advanced Microsoft Excel skills (vlookups, graphs, etc)
• Experience coordinating departmental budget administration
• Proficiency in all other Microsoft Office products (i.e., Word, PowerPoint, Outlook)
• Strong organizational skills and time management skills
• Exceptional communication skills both written and oral
• Demonstrates a high level of professionalism and courtesy and must be able to work collaboratively with team members at all levels of the organization
• Sound decision making skills and professional judgement
• Track record of and commitment to ensuring the highest level of confidentiality

Preferred Qualifications:

• Prior experience supporting a C-suite Execut…