Overview

Summary/ObjectiveUnder the overall supervision of the Executive Office staff, the Executive AdministrativeAssistant performs complex tasks of an administrative nature for the Executive Office. This is arole requiring executive level responsibilities that would involve minimum supervision.

Responsibilities

Essential Job Functions

• Demonstrates professional conduct at all times.

• Follows the code of conduct and Agency expectations as outlined in the EmployeeHandbook.• Attends and completes training in accordance with New York State regulations andAgency policy.• Thorough knowledge of modern office practice and procedures including the use of acomputer, office fax machine, copier, and other related office equipment and project apositive, professional image to providers, regulatory bodies, and the public.• Ability to communicate effectively orally and in writing.• Ability to take sufficient notes at a meeting, using a voice recorder if necessary, toprepare an accurate record of the meeting.• Ability to prioritize assignments and perform problem solving consistent with the level ofindependence associated with this position.• Ability to work on several projects simultaneously and follow up as needed to completethe assigned projects within time constraints.• Ability to compose drafts of correspondence and memos and to proof read spelling,punctuation and content.• Ability to anticipate what is needed to assist in meeting preparation.• Understanding of calendar management and the ability to schedule/change meetings toensure time management for the executive team.• Ability to work independent with minimum supervision.• Reports all violations and/or accidents in Agency or personal vehicle in accordance withNew York State regulations and Agency policy.• Follows OSHA regulations, including universal precautions.• Performs additional responsibilities, as assigned.

Duties and Responsibilities

• Drafts correspondence, memoranda, etc. members of the Executive Staff and otherExecutive team members.• Manages calendars to ensure time management.• Schedules/changes meetings as needed including reoccurring meetings.• Attends, takes minutes, transcribes, and distributes minutes for Administrative meetings;Board Meetings and any other meetings as assigned.• Prepares meeting agendas for review and creates all meeting packets.• Monitors follow-up of any open agenda items from the meetings reflected in above.• Distribute and track as necessary mail, internal reports and memos.• Mediates Emergency situations in the absence of the Executive Staff and directs them tothe appropriate parties.• Provides coverage at the front desk as requested.• Acts as the direct contact for all potential candidates for vacant positions via FREE’sapplicant tracking system.• Manages incoming mail.• Able to prioritize assignments and performs problem solving consistent with the level ofindependence needed for the position.• Completes registration and transportation for Executive Staff as needed for externalconferences.

Qualifications

Education, Work Experience, and Competencies

• High School Diploma required, Associates degree or higher preferred.• Maintain positive and professional team member relationships.• Valid New York State Driver's License and meets the criteria to be an agency driver.• Must have strong computer skills.• Must have strong writing skills.• Excellent time management skills and the ability to prioritize work.• Excellent phone skills• Sufficient skill in typing.• Strong problem solver and analytical thinker.• Similar office administrative experience preferred.• Ability to be flexible to accommodate the needs of the division and the individuals wesupport.