Senior Executive Assistant to the Chief Human Resources Officer

About the Role

The Senior Executive Assistant provides administrative and project management support to the Chief Human Resources Officer for Stony Brook Medicine. The role involves maintaining the CHRO’s calendar, making travel arrangements, coordinating meetings and conferences, assisting in the development of presentation materials, building and working with spreadsheets, and handling major project-related tasks. Additional responsibilities include assisting with the annual budget, email/blog communications, and other duties as assigned.

Responsibilities

• Answers and effectively screens incoming telephone calls, mail, and visitors; researches and responds to inquiries while directing others to responsible areas.
• Prepares and/or coordinates official correspondence, meeting agendas, meeting minutes, and formal presentations for the CHRO, ensuring accuracy, completeness, and high-quality appearance.
• Schedules and coordinates meetings, prepares meeting materials, and distributes them to participants; manages both virtual and in-person meetings.
• Manages the CHRO’s calendar, sets priorities for activities and appointments, and stays informed about relevant activities across Stony Brook Medicine, the campus, and the community.
• Attends meetings as a representative for the CHRO when needed.
• Coordinates personnel actions for the CHRO, including recruitment, appointments, interactions with outside agencies, performance programs, search committees, and tracking staff evaluation due dates.
• Maintains confidential files for disciplinary and other medical staff issues.
• Prepares, monitors, and expedites purchase requisitions and services for the CHRO; reviews invoices for accuracy, performs data entry, and maintains expense records.
• Coordinates all travel arrangements, follow-up, and reimbursement for the CHRO for local and national conferences and speaking engagements; processes financial approvals and accounting paperwork for HR Senior Managers.
• Prepares spreadsheets using advanced Excel formulas to analyze and summarize data; creates high-level, professional data summaries.
• Develops high-quality PowerPoint presentations and updates Tables of Organization using Visio or other applications.
• Provides administrative support when the hospital command center is activated.
• Maintains a well-organized and up-to-date electronic filing system.
• Coordinates departmental budget administration, including monitoring expenditures, tracking budget activity, reconciling accounts, preparing financial reports, and supporting budget planning.
• Performs other duties and responsibilities as assigned.

Requirements

• Associate's degree and at least 5 years of administrative support experience, with 3 or more years supporting a Director-level position or above; or, in lieu of a degree, at least 10 years of executive assistant experience.
• Advanced Microsoft Excel skills (e.g., VLOOKUPS, graphs).
• Experience coordinating departmental budget administration.
• Proficiency in Microsoft Office products (Word, PowerPoint, Outlook).
• Strong organizational and time management skills.
• Exceptional written and oral communication skills.
• High level of professionalism, courtesy, and ability to collaborate with team members at all organizational levels.
• Sound decision-making skills and professional judgment.
• Commitment to maintaining the highest level of confidentiality.

Preferred Qualifications

• Prior experience supporting a C-suite Executive.
• Prior experience in Human Resources.
• Hospital or healthcare industry experience.
• Bachelor's degree.

Special Notes

This is a full-time position. The selected candidate must meet pre-employment requirements, including a physical examination, drug screen, electronic reference check, and provision of any required New York State license(s)/certificate(s). Some positions may require the wearing of respiratory protection, which may prohibit facial hair. This role may be designated as "essential," requiring the employee to remain at work or report to work during institutional emergencies.

Pay

The anticipated salary range for this position is $80,000 - $92,000 per year. The specific salary offer will be based on the candidate’s validated years of comparable experience. Location pay for full-time positions ($4,000) may apply.

Benefits

Stony Brook Medicine provides generous leave, health plans, and a state pension that contribute to total compensation beyond the base salary.