Executive Assistant I

Location: Stony Brook, NY

Schedule

Full Time Days/Hours: Monday - Friday; 8:30 AM - 5 PM

Pay

$30.17 - $37.70 per hour. Individual compensation is based on relevant experience, education, and current market conditions. Salaries are determined by Human Resources to ensure external and internal equity.

About the Role

This position provides executive administrative support to the department, ensuring efficient operation of the office. The incumbent will support executives such as Division Chiefs and/or Department Administrators and Directors, and may also assist with financial operations, employee, and faculty changes.

Responsibilities

• Serve as Executive Assistant to a Division Chief and/or Department Administrators and Directors
• Maintain executive calendar by scheduling meetings, conferences, and virtual conferences
• Make travel arrangements and itineraries
• Help executive prioritize emails and phone calls throughout the day
• Supervise day-to-day administrative office operations of the division
• Answer phones in a timely manner using good customer service skills and judgement
• Handle confidential information and maintain confidential files
• Maintain office supplies inventory by checking stock, anticipating needed supplies, and verifying receipt of supplies
• Prepare payment requisitions
• Open, sort, and distribute mail
• Coordinate maintenance of office equipment
• Plan onsite and offsite events and large gatherings (e.g., Grand Rounds, committee meetings, annual dinner)
• Scan and maintain documents and files
• Conduct research and information gathering on behalf of the executive
• Prepare meeting materials, handouts, and presentations
• Create, update, and maintain databases
• Act as liaison with other departments and outside agencies
• Develop positive and strategic relationships at all levels of the organization
• Maintain office environment to ensure productivity
• Research issues as needed
• Work independently and within a team on special and complex projects
• Perform all other duties as assigned by management

Requirements

• Bachelor’s degree. In lieu of a degree, four (4) years of progressively responsible administrative experience will be considered
• Three (3) years of progressively responsible administrative experience
• Excellent written and verbal communication skills
• Attention to detail
• Highly organized and able to multi-task
• Proficient in Microsoft Office

Preferred Qualifications

• Experience in a healthcare setting

Physical Demands

The physical demands described are representative of those required to successfully perform the essential functions of this job.

• Regularly required to communicate with patients, staff, and medical providers, exchanging accurate information
• Largely sedentary position, requiring the employee to remain stationary for a majority of the day
• Any additional physical demands will be outlined and provided by management