Executive Assistant

City/State

,

Department

HROPS - Staffing Administration

Work Days

MON-FRI

Scheduled Hours

8:30 AM-5 PM

Scheduled Daily Hours

8.5 HOURS

The Executive Assistant provides professional, high-level administration support. The Executive Assistant is proactive, anticipates future, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding and fast-paced environment. Responsibilities include, but are not limited to, answering and fielding phone calls, scheduling internal and external appointments and associated travel, maintaining a running list of projects and supporting material. The Executive Assistant serves an important and visible role requiring the utmost professionalism, communicating and interacting with senior leadership.

Key Responsibilities

• Manage the daily calendar by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details, material, and expectations.
• Organize and coordinate high-level meetings with various stakeholders across the system, disseminate corresponding meeting agendas and materials, and take minutes, as needed.
• Provide high level customer service and support to all constituents including.
• Research and/or compile briefing materials, as needed, for meetings to ensure leadership is fully prepared for scheduled appointments, presentations, and discussions including researching and gathering critical information, preparing briefings, developing and proposing agenda items, and conducting the necessary follow up. Assure that materials are accessible in a timely manner.
• Oversee incoming correspondence and requests for leadership’s attention, triage to other staff members as appropriate, prioritize items that need immediate attention, and prepare and edit letters, memos and other correspondence. Proofread, edit, format, and print documents and office communications for approval and signature.
• Represent leadership in a professional manner, exercise administrative judgement, respond to requests in a timely manner, and maintain sensitive and confidential information.
• Perform additional duties as assigned.
  
  

Key Qualifications

• Bachelor’s degree required.
• Five years’ experience in providing progressively responsible administrative support and coordination, or other relevant and transferrable professional experience.
• Excellent customer orientation (phone manner, sense of humor and friendly, professional disposition).
• Strong organizational skills and attention to detail, ability to prioritize and multitask in a fast-paced and deadline driven environment.
• Proficiency in Microsoft Office including Outlook, Word, Excel and PowerPoint.
• Ability to communicate effectively with different constituencies.
• Exceptional editing and writing skills.
• High level of professionalism, diplomacy, and responsiveness.
• Ability to handle confidential information; Excellent interpersonal skills.
• Independent thinker, self-starter and team player.
• Patience and flexibility.
  
  

Montefiore Medical Center is an equal employment opportunity employer. Montefiore Medical Center will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.