What are the responsibilities and job description for the Administrative Assistant position at The New York Academy of Medicine?
About The New York Academy of Medicine:
The New York Academy of Medicine (NYAM) tackles the barriers that prevent every individual from living a healthy life. NYAM generates the knowledge to change systems so people can access what they need to be healthy. Through its research, high-profile programming, focused symposia for health professionals, and its base of dedicated Fellows and Members, NYAM engages the minds and hearts of those who value advancing health equity to maximize health for all.
Position Summary/Overview:
The Administrative Assistant directly supports the Offices of the President and Senior Vice President of Research. The position requires a well-organized individual with excellent communication, writing, and interpersonal skills, an ability to manage multiple projects and deadlines, and work collaboratively across teams., Candidate must maintain strict confidentiality, exercise good judgement, and act with the highest level of professionalism The position, reporting to the Director of President and Trustee Affairs, provides basic administrative support and performs several key functions:
- Serve as a welcoming, helpful point of contact for all constituencies, anticipating and identifying ways to support the President’s Office and the efforts of all teams at NYAM.
- Serve as primary point of contact for internal meeting scheduling; Assist Director with external scheduling on an as-needed basis.
- Preparing for internal and external meetings, including (but not limited to) confirming participant attendance, room and IT setup, ordering catering, preparing and organizing meeting materials.
- Preparation of bi-monthly All Staff meetings, including preparing agendas, collecting, and collating presentation materials, catering, IT, A/V, and room setup.
- Preparation for monthly Senior Leadership meetings, including attendance confirmation, agenda preparation, and will attend to take minutes (to be distributed to SLT).
- Assist with President’s travel schedule, including booking flights and hotels, preparing itineraries and briefing materials.
- Provide meeting and travel support for SVP, Research, including scheduling and coordinating outreach to meeting participants.
- Processing monthly AmEx expense reports and other invoices, as needed.
- Other duties as assigned.
Qualifications:
- A proactive, engaged, flexible, and collaborative approach to work and a genuine interest in the mission of the organization, including a commitment to NYAM’s work in the area of health equity and inclusion.
- Ability to prioritize workflow and self-identify appropriate deadlines.
- High degree of care and accuracy.
- Ability to work independently and as part of a team.
- Proficiency in Microsoft Office Suite.
- A high degree of discretion and confidentiality, and the highest degree of professionalism.
- Experience with Salesforce is not required but appreciated
Work Environment:
There is a COVID-19 vaccine mandate in place at NYAM. Currently, staff are working in a hybrid situation due to the COVID-19 pandemic, however, this part-time position is expected to become primarily on site as restrictions ease.
Work Schedule:
Projected up to 20 hours per week.
Please submit resume and cover letter for consideration.
The New York Academy of Medicine is an Affirmative Action/Equal Opportunity Employer
