Executive Assistant - Chief of Staff

Department/Unit:

President

Work Shift:

Day (United States of America)

Salary Range:

$77,075.00 - $119,466.00

The Executive Assistant provides high-level administrative support to senior executives, ensuring efficient operations and effective communication across the organization. Prepares agendas or presentations, attends meetings with the executive, and takes, transcribes, and distributes notes or minutes. Prepares and submits expense reports on behalf of the executive. Screens visitors, phone calls, emails, or physical mail. Maintain confidentiality of sensitive information. Maintains the executives' calendar schedules and confirms appointments, arranges for meeting rooms or facilities, makes and confirms travel plans.

Essential Functions:

• Ensure smooth day-to-day operations for the executive office.
• High-level calendar management for the Chief of Staff
• Work with the AMHS President and CEO’s office to coordinate meetings with the Chief of Staff, AMHS President and CEO, AMHS Executive Leadership, and high-level external constituents
• Assist the AMHS President and CEO’s office with AMHS Board Liaison responsibilities including monthly AMHS Board meeting preparations
• Coordinate with other departments for seamless workflow.
• Process expense reports and monitor budgets for executive-related activities.
• Conduct research and compile reports as needed.
• Prepare agendas, presentations, and meeting materials.
• Serve as the primary point of contact between executives and internal/external stakeholders.
  
  

Qualifications:

Education:

• Bachelor’s degree required
  
  

Work Experience:

• Minimum of 4 years in an office environment supporting management or leadership required.
• Preferred 1 years in healthcare or related industry.
  
  

Knowledge, Skills, and Abilities:

• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office Suite and collaboration tools.
• Ability to build collaborative relationships.
• Detail oriented.
• Ability to work independently and handle multiple priorities.
  
  

Functional Competencies:

• Professionalism and discretion
• Attention to detail
• Problem-solving and adaptability
• Strong interpersonal skills
  
  

Required for All Jobs:

• Maintain strict adherence to the Albany Medical Center Confidentiality policy.
• Incorporate Albany Medical Center Behavioral Standards and Guiding Principles into daily activities.
• Comply with all Albany Medical Center Policies.
• Comply with behavioral expectations of the department.
• Maintain courteous and effective interactions with colleagues.
• Demonstrate an understanding of the job description, performance expectations, and competency assessment.
• Demonstrate a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
• Participate in departmental and/or inter-departmental quality improvement activities.
• Participate in and successfully completes Mandatory Education.
• Perform all other duties as needed or directed to meet the needs of the department.
  
  

Thank you for your interest in Albany Med Health System!

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.