Job Description
Job Description
Job Title : Executive Assistant – Hospital Administration
Job Location : New York, NY 10029
Contract Duration : 3 Months
Schedule Notes : Monday-Friday, 9 am to 5 pm
Hours Per Day : 8.00
Days Per Week : 5.00
Job Summary
The Executive Assistant I provides comprehensive support to a Vice President or Department Chair in managing the daily operations of a large or complex department. This role requires handling administrative, clinical, and academic functions , including project coordination, budget monitoring, event planning, and team management. The ideal candidate will possess strong organizational skills, the ability to handle confidential information, and excellent communication abilities.
Key Responsibilities
Administrative & Project Coordination :
- Partner with leadership to plan, schedule, and manage departmental activities, ensuring projects are completed on time and within budget.
- Research, gather, and synthesize data to prepare reports, including statistical analyses.
- Monitor budgets, manage accruals, and prepare documents for financial review and approval.
Human Resources & Payroll Support :
Maintain departmental employee files and ensure compliance with HR policies and regulatory standards.Process HR and payroll transactions, generate weekly payroll submissions, and resolve issues in collaboration with HR.Team Leadership & Mentorship :
Mentor and train new office support staff, monitor performance, and coordinate general office coverage.Supervise assigned staff, set deadlines, and participate in the performance appraisal process.Event & Meeting Coordination :
Assist with planning and logistics for forums, conferences, seminars , and meetings.Prepare informational packets for participants and transcribe / distribute meeting minutes.Office Management :
Maintain department supplies, track inventory, and manage vendor contracts.Coordinate meetings and appointments , manage the supervisor’s calendar, and arrange travel accommodations.Prepare travel reimbursements and expense reports .Communication & Documentation :
Screen and prioritize incoming mail and telephone calls , responding or redirecting inquiries as needed.Prepare and update departmental flyers, brochures , and other informational materials.Assist with grant applications, special projects , and survey preparations (e.g., Joint Commission).Required Skills & Qualifications
7-10 years of related administrative or business experience.Proficiency in MS Office Suite (Intermediate level).Strong organizational, time management, and problem-solving skills.Ability to handle confidential information with professionalism.Excellent verbal and written communication skills .Ability to build and maintain strategic work relationships and work collaboratively across teams.Strong decision-making skills and ability to manage multiple priorities under pressure.Education Requirements
Bachelor’s Degree or an equivalent combination of education and experience.
