Administrative Assistant

Responsibilities

• Manage executive and departmental calendars, including scheduling complex meetings with senior leaders, physicians, executives, and external stakeholders.
• Cook up and oversee logistics for leadership development programs, executive meetings, receptions, workshops, and special events.
• Serve as a primary liaison between department leadership, internal partners, vendors, and external constituents.
• Plan and coordinate venue arrangements, catering, audiovisual requirements, meeting materials, and participant communications.
• Manage travel arrangements, expense reports, invoices, purchase requisitions, and payment processing.
• Support vendor and contract administration, ensuring accuracy, timely execution, and quality service delivery.
• Develop presentations, reports, meeting agendas, minutes, executive summaries, spreadsheets, and other business documents.
• Monitor projects, action plans, deadlines, and follow-up activities to ensure successful completion of departmental initiatives.
• Provide administrative support for department-wide meetings, town halls, and organizational events.
• Maintain confidentiality while handling sensitive information and interacting with executives and key stakeholders.

Qualifications

• Ace a degree in Business, Human Resources, Education, Healthcare Administration, or a related field. A Bachelor’s degree is preferred.
• Have minimum of four (4) years of progressively responsible administrative, executive support, project coordination, or related experience.
• Show advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and Copilot.
• Show experience supporting senior leaders and coordinating multiple priorities simultaneously.
• Show experience supporting C-suite or executive leadership teams.
• Show experience planning large-scale events, educational programs, or leadership development initiatives.
• Show healthcare, academic, or organizational development experience.
• Show excellent written, verbal, and interpersonal communication skills.

Competencies

• Show exceptional organizational and time-management skills.
• Show strong relationship-building and customer service abilities.
• Show excellent judgment, discretion, and professionalism.
• Show ability to manage competing priorities in a dynamic environment.
• Show strong project coordination and problem-solving capabilities.
• Show meticulous attention to detail and commitment to quality execution.
• Show initiative and adaptability when responding to evolving business needs and priorities.

Work Environment

• Primary work location is Executive Plaza in Yonkers, NY.
• Primarily an on-site position within a professional business office environment.
• Requires occasional travel between campuses and event locations.
• Flexibility to support early morning, evening, and occasional off-site departmental events and leadership programs.
• Frequent interaction with senior executives, physicians, department leaders, staff, and external vendors.