Executive Admin Assistant

Job Details:

The Executive Administrative Assistant provides administrative support; in doing so they lead the coordination and execution of administrative activities that enhance the effectiveness of the role supported as well as the department(s) these individuals oversee on an as-needed basis. This position must function with limited supervision and requires considerable proactive coordination with Executive(s) work demands. This position must be able to exercise initiative, independent judgement, and accountability for various processes and programs. This position works collaboratively with the Executive(s) supported and with other Executive Administrative Assistants within Administration and provides coverage as necessary. This position provides assistance with meeting planning and support, calendar maintenance, document preparation, travel planning, and departmental invoice processing. This position will provide assistance for routine office tasks including email, answering phones, providing messages, copying, and faxing.

Responsibilities:

Meeting Support

• Assist in all areas of meeting planning ranging from the Board of Directors to system-wide meetings. Specific responsibilities include assisting with the creation of agendas and presentations, facilitating webinars and conference calls, coordinating the setup of AV equipment, evaluating potential meeting sites, facilitating the procurement of proposals from potential sites, assisting in development of programs with hotels, making initial reservations for function and guest rooms, assisting in registration of guests at meetings, providing on-site contact during all meetings, and printing/procurement of materials to be distributed at meetings.

Maintaining Calendars

• Manages the calendars of the Executive(s) supported, including scheduling meetings, conference calls and travel schedules so that appointments can be met. This includes prioritization of meetings with internal and external individuals and groups to ensure ideal utilization of the Executive’s time.
• Minute Taking
• Record the minutes during meetings, including meetings of the Board of Directors, and conference calls. Responsibilities also include electronically preparing the minutes in a clear format.
• Administrative Assistance
• Supports the completion of general administrative duties, including greeting guests, document preparation, e-mail, regular mail, packages, telephone handling, message handling, photocopying and scanning of documents, maintaining filing systems, ordering office supplies, completing timesheets, and faxing.

Time and Expense Reports

• Prepares the expense reports for of the of the Executive(s) supported.

Travel Arrangements

• Manages the travel arrangements of the of the Executive(s) supported, including hotel and airline reservations. This includes selecting appropriate hotel and airline rates to ensure compliance with Charity travel policy.
  
• Maintains contact databases and distribution lists.
Manages the contact list of the Executive(s) supported that communication with internal and external contacts is seamless.

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Accounts Payable

• Assists in the routing of invoices to the correct party(s) for approval and payment.
  
• Researches and provides Project Assistance.
• Provides general research assistance to the Executive(s) supported on an as needed basis.
  
• Training – on an as-needed basis will provide basic training to new employees on systems and procedures to facilitate the adaptation of the new employees to his or her new job.
  
• Performs other duties as assigned.

Qualifications/Requirements:

Experience: Three to five years of progressive experience as an Administrative Assistant for an executive-level professional required. Experience working in the healthcare field preferred.

Education: Associate's degree required, equivalent combination of experience and education may be substituted for degree requirement.

Licenses / Certifications: N/A

Other: Ability and willingness to build relationships with both internal and external contacts. Ability to work independently. Proficient with Microsoft Office Suite, email, Internet, Kronos and other systems. Ability and willingness to learn new software.

Special Requirements: N/A

About Us:

Good Samaritan Hospital

Good Samaritan Hospital in Suffern, NY, is a 286-bed hospital providing emergency, medical, surgical, obstetrical/gynecological and acute-care services to residents of Rockland and southern Orange counties in New York; and northern Bergen County, NJ. The hospital is home to a recognized cardiovascular program, comprehensive cancer-treatment services, the area’s leading Wound and Hyperbaric Institute and outstanding maternal/child services that includes a Children’s Diagnostic Center. Good Samaritan Hospital also provides social, psychiatric and substance-abuse services and its certified home-care agency supports residents of the Hudson Valley and beyond.

Benefits:

We offer a comprehensive compensation and benefits package that includes:

• Health Insurance
• Dental
• Vision
• Retirement Savings Plan
• Flexible Savings Account
• Paid Time Off
• Holidays
• Tuition Reimbursement