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Administrative Coordinator/Executive Assistant

New York, NY 10027

Posted: 11/17/2023 Employment Type: Contract Job Category: Administrative Job Number: 581316 Country: United States Is job remote?: No

Job Description

Administrative Coordinator/Executive Assistant
5 months
New York, New York
Pay Range: $31-$34/hr

Must Haves: 
  • Requires a bachelor’s degree
  • 2+ years of administrative experience (calendar management, booking travel, minute taking, etc.)
  • Knowledge of Outlook email and calendar, MS Word, Excel and PowerPoint applications
  • Excellent communications and organizational skills
  • Experience in a higher education institution
  • Bachelor's Degree in English or related subject
  • Knowledge of medical terminology
Job Summary:

Reporting to Chief of Staff and the Interim Chair of the Department of Medicine, the Executive Assistant will provide personalized and confidential administrative support to the department Chair with discretion and independent judgment. The candidate will interface with senior and administrative staff members and a wide array of University and Hospital offices, faculty members, corporations, and government agencies.

  • Provide executive-level support for the Interim Chair and senior administrators; resolve problems independently, relieving the Administrators of matters of detail.
  • Screen all incoming calls, mail and visitors.
  • Handle or redirect contacts and communications not requiring the immediate and personal attention of the Chair and senior leadership. Draft and initiate correspondence; and maintain confidential files.
  • Manage the Chair's calendar, using sound judgment in determining priorities and overseeing all engagements and extensive travel schedule. Schedule meetings, conferences and appointments; and advise attending parties of subject matter and providing required material.
  • Coordinate and assist in gathering resource information for meetings and presentations and ensure adequate supplies. Prepare reports and presentation materials.
  • Take and manage manuscripts, journals and correspondence.
  • Assist with coordinating and organizing departmental conferences and events. Maintain follow up on important projects and assignments.
  • Act as liaison between the Chair's office and other departments within the hospital/university and other institutions. Work with faculty and staff to provide information as needed.
  • Perform additional related duties as assigned.
Minimum Qualifications
  • Bachelor’s degree or equivalent in training and experience, with at at least three years of related experience
  • Strong interpersonal and organizational skills are required, as well as the ability to exercise initiative and sound judgment
  • Ability to think and write clearly and to edit material accurately
  • Ability to work under pressure, meet deadlines and handle highly confidential information and material
  • Ability to handle multiple projects simultaneously and to prioritize tasks while maintaining responsibility for timely execution
  • Excellent writing, proofreading and editing skills
  • Proficiency in business software applications (Excel, Word, PowerPoint, e-mail, calendar, etc.)
Preferred Qualifications
  • Bachelor’s degree in English or related subject
  • Knowledge of medical terminology
Other Requirements
  • Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams.
  • Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely manner.
  • Ability to communicate effectively in both oral and written form.
  • Ability to work independently and follow through and handle multiple tasks simultaneously.
  • Ability to work with a variety of individuals and groups constructively and respectfully while appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities.
  • Strong proficiency in Microsoft Office (Word & Excel) or similar software is required as an ability and willingness to learn new systems and programs.
  • Must be a motivated individual with a positive mindset and exceptional work ethic.
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