Administrative Assistant to SVP Marketing, Community Relations

Position Summary

The Administrative Assistant to the SVP Marketing & Communication is directly responsible for providing administrative services and support essential to the Marketing/Communication & Community Relation Team’s mission. Specifically, the position is responsible for providing assistance to the SVP, providing general office management including day-to-day operations of the Office, and meeting coordination.

Essential Functions and Responsibilities Includes the Following:

1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
2. Provides comprehensive support services to the SVP that ensures professional, responsive and effective experience.
3. Briefs with SVP on an ongoing and proactive/timely basis. Ensures SVP is prepared for meetings, taking minutes as requested.
4. Responsible & accountable for the overall operations of the Office, managing the day-to-day administrative affairs of the SVP.
5. Provides sophisticated calendar management, scheduling all meetings and commitments and providing logistics. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance, makes judgments and recommendations to ensure smooth day-to-day engagements.
6. Administers correspondence, manages incoming calls, and prioritizes messages, emails and mail. Handles all calls with sophistication and professionalism.
7. Uses Outlook, Word, Excel and PowerPoint to produce materials & presentations for meetings.
8. Prepares for meetings and events including creating agendas, ordering food, booking conference rooms and arranging video/audio equipment.
9. Processes all invoices for department. Works with Finance to ensure vendors get paid on time.
10. Processes all incoming correspondence prioritizing and determining disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation and reply.
11. Researches, reviews and prepares responses for SVP’s signatures.
12. Oversees & coordinates ongoing maintenance and repairs of office equipment as needed.
13. Maintains files used by SVP.
14. Responds to and addresses confidential and sensitive information with poise, tact and diplomacy.
15. Coordinates with HR and IT to onboard new department employees, ensuring they are set up for success when they begin.
16. Provides oversight and supervision to volunteers.
17. Works beyond the normal workday to accomplish duties and responsibilities, including but not limited to, attendance at evening meetings and events, which includes appropriate board subcommittee meetings.
18. Performs all other duties as assigned.

Education & Experience Requirements

College Degree required. Bachelor’s degree or combination of education and/or experience preferred.

Five to seven years professional experience in administrative or executive assistant role preferred.

Experience with Microsoft Office Suite required.

Core Competencies

• Strong verbal & written communication skills.
• Independent judgment & decision-making skills
• Attention to detail
• Strong planning & organization skills
• Ability to adapt to readily changing environment & requests
• Ability to interpret a variety of instructions
• Retains composure under stress

Physical/Mental Demands/Requirements & Work Environment

• May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard, saved on a disc.
• Ability to use computer for extensive periods of time
• Occasional lift and or move of 15 to 20 pounds
• Requires frequent movement about the department and to other departments throughout the hospital
• Must be able to travel between Hospital Main Campus and Offsite Foundation Office frequently throughout the day.
• Ability to sit for extended periods of time
• Ability to respond to frequent calls
• Extended working hours may be necessary

Primary Population Served

Check appropriate box(s) below:

Neonatal (birth – 28 days)	Patients with exceptional communication needs
Infant (29 days – less than 1 year)	Patients with developmental delays
Pediatric (1 – 12 years)	Patients at end of life
Adolescent (13 – 17 years)	Patients under isolation precautions
Adult (18 – 64 years)	Patients with cultural needs
Geriatric (> 65 years)	All populations
Bariatric Patients with weight related comorbidities	Non-patient care population

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.

Position Summary

The Administrative Assistant to the SVP Marketing & Communication is directly responsible for providing administrative services and support essential to the Marketing/Communication & Community Relation Team’s mission. Specifically, the position is responsible for providing assistance to the SVP, providing general office management including day-to-day operations of the Office, and meeting coordination.

Essential Functions and Responsibilities Includes the Following:

1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
2. Provides comprehensive support services to the SVP that ensures professional, responsive and effective experience.
3. Briefs with SVP on an ongoing and proactive/timely basis. Ensures SVP is prepared for meetings, taking minutes as requested.
4. Responsible & accountable for the overall operations of the Office, managing the day-to-day administrative affairs of the SVP.
5. Provides sophisticated calendar management, scheduling all meetings and commitments and providing logistics. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance, makes judgments and recommendations to ensure smooth day-to-day engagements.
6. Administers correspondence, manages incoming calls, and prioritizes messages, emails and mail. Handles all calls with sophistication and professionalism.
7. Uses Outlook, Word, Excel and PowerPoint to produce materials & presentations for meetings.
8. Prepares for meetings and events including creating agendas, ordering food, booking conference rooms and arranging video/audio equipment.
9. Processes all invoices for department. Works with Finance to ensure vendors get paid on time.
10. Processes all incoming correspondence prioritizing and determining disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation and reply.
11. Researches, reviews and prepares responses for SVP’s signatures.
12. Oversees & coordinates ongoing maintenance and repairs of office equipment as needed.
13. Maintains files used by SVP.
14. Responds to and addresses confidential and sensitive information with poise, tact and diplomacy.
15. Coordinates with HR and IT to onboard new department employees, ensuring they are set up for success when they begin.
16. Provides oversight and supervision to volunteers.
17. Works beyond the normal workday to accomplish duties and responsibilities, including but not limited to, attendance at evening meetings and events, which includes appropriate board subcommittee meetings.
18. Performs all other duties as assigned.

Education & Experience Requirements

College Degree required. Bachelor’s degree or combination of education and/or experience preferred.

Five to seven years professional experience in administrative or executive assistant role preferred.

Experience with Microsoft Office Suite required.

Core Competencies

• Strong verbal & written communication skills.
• Independent judgment & decision-making skills
• Attention to detail
• Strong planning & organization skills
• Ability to adapt to readily changing environment & requests
• Ability to interpret a variety of instructions
• Retains composure under stress

Physical/Mental Demands/Requirements & Work Environment

• May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard, saved on a disc.
• Ability to use computer for extensive periods of time
• Occasional lift and or move of 15 to 20 pounds
• Requires frequent movement about the department and to other departments throughout the hospital
• Must be able to travel between Hospital Main Campus and Offsite Foundation Office frequently throughout the day.
• Ability to sit for extended periods of time
• Ability to respond to frequent calls
• Extended working hours may be necessary

Primary Population Served

Check appropriate box(s) below:

Neonatal (birth – 28 days)	Patients with exceptional communication needs
Infant (29 days – less than 1 year)	Patients with developmental delays
Pediatric (1 – 12 years)	Patients at end of life
Adolescent (13 – 17 years)	Patients under isolation precautions
Adult (18 – 64 years)	Patients with cultural needs
Geriatric (> 65 years)	All populations
Bariatric Patients with weight related comorbidities	Non-patient care population

Salary: $60,000 -$85,000 (based on Full Time)

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.