Administrative Assistant in Valhalla, New York at Westchester Medical Center

Job Summary: The position of administrative assistant consists of being responsible for providing administrative and clerical services in order to ensure effective and efficient operations and to assist leadership with all administrative tasks.

Responsibilities:

• Answer phone calls and direct calls to appropriate parties, take messages
• Manage time and attendance timekeeper system
• Manage time-off requests including entering into requests into timekeeper system
• Assist the department leaders in day-to-day activities including the coordination and management of meetings, conference rooms, teleconferences and schedules.
• Attend meetings to record minutes.
• Conduct research, compile data, and prepare reports for consideration and presentation by leadership.
• File and retrieve documents, record, and reports, prepares and maintains email distribution lists.
• Greet visitors and determine propriety of access.
• Make travel arrangements for leadership.
• Open, sort, and distribute incoming correspondences including fax and email. General email management.
• Respond to general inquiries and forward inquiries to various departments as appropriate.
• Perform general office duties such as ordering supplies, maintaining records management database systems.
• Performing basic bookkeeping and organizing all office invoices.
• Strong computer skills and expert level knowledge of Microsoft Excel, PowerPoint.
• Candidates should be able to demonstrate effective written and verbal communication skills, strong organizational and time management skills, a strong work ethic, and a willingness to do what it takes to get the job done.
• Must be able to meet deadlines and contribute to a positive, high-quality culture in a fast-paced environment.
• Assisting with related clerical duties such as photocopying, faxing, filing, and collating
• Prior experience as an administrator assistant
• Completing travel and reimbursement vouchers.
• Assisting with personnel changes and associated documents.
• Provide administrative support to leadership including business related errands, preparing appointments and agendas, maintaining calendar for department head.
• Assist in on-boarding staff and maintaining department hand book
• Other duties as assigned.

Qualifications/Requirements:

Experience: Previous administrative, clerical, or secretarial experience required.

Education: BS/BA, preferred.

High School Diploma, required.

Licenses / Certifications: N/A

Other: Microsoft Office Suite experience a plus

Special Requirements: Monday-Friday with availability for rare Saturday overtime and occasional weekday overtime. Must be flexible with start time hours as there are occasional early morning meetings.