Temp To Perm Executive Assistant Must Have Healthcare Exprience

A Sr. Admin Coordinator needed to cover for a Leave of Absence. This is a hybrid role and candidate is expected to work in office 4 days per week with Fridays remote from home after training. Candidates need to have strong communication skills both written and verbal and be professional. Preparing for Board meetings experience helpful. Qualified candidates should submit professional resume for immediate consideration.

Position Overview:

Provides administrative support for the Executive Office staff including Executive office leadership; works collaboratively with all Sr. Leadership and their administrative support staff to ensure system goals and objectives are met; assists with scheduling meetings, processing invoices, provides assistance to the Director of Board Affairs in special projects and day to day duties. Responsible for supporting and oversee various Project Management endeavors. Other duties will include preparing meeting minutes, accurately maintaining time and attendance records in Kronos. Prepares monthly expense reports for CEO, CFO, and other senior management staff.

Qualifications:

Education Associate Degree, in Business/Finance or Health related field.

Experience Minimum 5 years of secretarial or administrative assistant experience supporting multiple executives and directors.

• Experience in health care is preferred.

Specialized Knowledge and Skills, Excellent computer and keyboarding skills.

Proficient in PowerPoint and Word.Visio and Excel.

Professional Competencies Customer Service - Strives to always provide the best customer service to internal and external customers.

• Communication - Utilizes appropriate communication methods and style to ensure information is efficiently and effectively delivered and received.
• Collaboration/Cooperation - Works well with others and takes actions that are most appropriate for achieving departmental and organization goals.
• Dependability/Accountability - Meets productivity, attendance, and punctuality standards.
• Manages calendars and schedules meetings, travel, and appointments in accordance with individuals’ priorities and preferences.
• Maintains Kronos for CEO, CFO, Director of Board Affairs and all direct reports of CEO and CFO
• Performs general administrative support duties independently with discretion and good judgement; Duties include but not limited to preparation of correspondence, creating, and editing documents, ordering and maintaining supplies and responding to routine telephonic inquires.
• Provides support to CFO and Finance management in scheduling meetings, creating power point slides and provides administrative support as needed.
• Assists in the timely creation of reports and presentations; Obtains, confirms, and organizes information for use in reports and presentations; Creates PowerPoint slides, spreadsheets, tables and other documents; Documents are formatted correctly and proofread for accuracy and completeness prior to printing and/or distribution.
• Prepares and submits check requests and expense reimbursements for appropriate signature; Requests are accurate, submitted in a timely manner with correct cost center allocation.
• Follows up on outstanding or overdue invoices/orders.
• Maintains paper and electronic files.
• Maintains and updates files pertaining to bargaining unit contracts, vendor contracts, board matters, employment law matters, etc.; Files are up to date and complete.
• Ensures that the files are complete, and materials are available as needed and where expected.
• Maintains contracts electronically and uploads agreements using cloud-based software Meditract.
• Maintains Finance department policies and uploads it in PPM.
• Assists in planning and executing projects related to scheduling events and meeting with outside partners and vendors (e.g. hospital and healthcare leadership, attorney offices, NYS associations, etc.); Invitations are sent timely and to the appropriate individuals, tasks performed timely to meet deadlines and deliverables.
• Assists in organizing and scheduling educational offerings and events.
• Coordinates with internal and outside instructors, ensures room, materials, food and AV equipment is available; Marks attendance when needed.
• Supports Director of Board Affairs for Board meetings and serves as a backup if needed.

Schedules and prepares for monthly Staff meetings (Elderplan Business Continuity meeting, Senior Management meeting). Assists in preparing meeting agenda, prepares material for distribution, takes concise and accurate minutes.

• Prepares and distributes agendas as requested by management.
• Verifies attendance of on-line meetings, identifies absent staff members, and notifies appropriate Supervisor.
• Prepares concise, accurate minutes of Staff meetings and submits to Director of Board Affairs for review.
• Prepares concise, accurate minutes of monthly meetings and Senior Management meetings.
• Serves as a back-up for Director of Board Affairs in managing Board Effect portal, updates the system timely, creates or terminates accounts when needed. Creates templates, board books, distributes them to the Board members.
• Assures information is accurate.
• Correctly reconciles and maintains files for all Board members.
• Must always remain professional when interacting with others (co-workers, patients, members their representatives, family members, physicians, etc.)

Salary: $35 per hour