EXECUTIVE ASSISTANT at Westchester Medical Center – Kingston, New York

The Executive Assistant functions as a distinct member of the administrative staff and performs independently to support the overall activities of respective Senior Administrator(s) while serving as a liaison for many populations, including Board Members, medical staff, corporate, religious and community leaders and the community at large. In addition, the Assistant provides support to committees for matters pertaining to Hospital operations. As the member of the administrative assistant team within the organization, the Executive Assistant may be called upon to support members of Senior Administration as needed.

Responsibilities:

• Exercises sound judgment and decision-making skills in all related activities. Effectively coordinates activities to assure the smooth operation of the office. Anticipates needs and is proactive in coordinating activities understanding the priorities and standards of Administration.
• Coordinates, maintains and monitors the calendar for the respective senior administrator(s) by scheduling meetings in a timely manner with sensitivity to critical issues. When necessary, briefs key players on nature of project in order to coordinate priorities and facilitate meetings. Proactively reschedules meetings/ individuals to avoid conflicts with sensitivity to organization dynamics.
• Compiles pertinent material in preparation for meetings. Develops, processes, maintains and distributes documents as necessary.
• Receives, opens, and processes mail on a daily basis, bringing critical/deadline issues to attention of the senior administrator(s).
• Independently answers routine correspondence or refers to appropriate staff for response
• Participates in planning meetings with respective senior administrator(s). Develops, processes and maintains project documents as necessary. Demonstrates awareness of ongoing activities and organization dynamics.
• Independently handles those persons who present to the office either in person or via telephone in a courteous and helpful manner
• Provides requested documents and correspondence for review and maintains tickler system for meeting/ project preparation and follow-up. Anticipates unforeseen needs or requirements based on overall knowledge of organization, etc.
• Answers office telephone lines and electronic communication and directs appropriately. Responds to calls appropriately or directs calls to the appropriate party for response. Tracks and prioritizes phone calls.
• Maintains current knowledge of organizational structure and changes to update organizational charts, distributions lists, etc. Proactively notifies the appropriate individual.
• Represents respective senior administrator(s) in responding to and interacting with internal and external publics, insures positive patient, employee, physician and community relations by knowledgeably and effectively responding to all inquiries.
• Manages correspondence and inquiries independently; identifies and directs correspondence and inquiries to others where appropriate.
• Maintains respective senior administrators(s) office archive files and working files including all administrative/departmental manuals. Ensures timely, accurate filing and easy access of documentation.
• Assists respective senior administrator(s) with special projects and tracks project to conclusion, identifying and following up on outstanding items, summarizing information as requested
• Facilitates completion of various reports required by regulatory and accrediting agencies meeting required deadlines.
• Assists in developing agenda, coordinate meetings and distributes related materials
• Serves as recording secretary for meetings as assigned and ad hoc meetings. Records, prepares and documents accurate minutes and related data of meetings as requested.
• Facilitates RSVP confirmations and maintains attendance records for meetings when appropriate.
• Provides follow up information to committee members as necessary.
• Maintains adequate levels of office supplies and maintains office equipment
• Compose a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, and other specialized materials using Microsoft Office Suite, Outlook and Adobe applications.
• Assist with data entry for compliance and privacy issues
• Maintains strict confidentiality and discretion with regard to sensitive matters
• Acts in an advisory capacity to other administrative support personnel and resource capacity to respective senior administrator(s)
• Communicates effectively (verbal, written and listening skills) with all levels of personnel within the organization, and the external public to facilitate the effective operations and public image of the Hospital
• Performs other related duties as assigned.

Qualifications/Requirements:

Experience:

• Eight years of administrative, office management and/or secretarial experience, two of which must have required the use of word processing equipment. Hospital experience preferred but not required.

Education:

• High School graduate with additional post-secondary training (degree preferred) to acquire executive secretarial skills or equivalent demonstrated by past work experience, advanced computer literacy, knowledge of business practices, shorthand and/or the ability to record minutes, advanced organizational skills, application of computers, printers, and copiers that reflect a complete working knowledge of their use

Licenses / Certifications:

• N/A