Executive Assistant to COO - Roswell Park Care Network

$65,000 - $80,000/Yr

Rpci Oncology Pc - Williamsville, NY

Full-time - Mid Level

Williamsville, NY

Ambulatory Health Care Services

About the position

The Executive Assistant to the COO at Roswell Park Care Network is responsible for providing comprehensive and confidential administrative support to the Chief Operating Officer. This role involves managing a wide range of tasks that require high discretion and professionalism, including communication management, calendar scheduling, document preparation, and coordinating meetings and travel arrangements. The Executive Assistant is expected to anticipate the needs of the COO, manage multiple tasks efficiently, and contribute to a collaborative office environment.

Responsibilities

• Provides comprehensive administrative support to a senior-level executive, managing a wide range of administrative tasks with confidentiality and discretion.
• Manages the COO's calendar, scheduling appointments, and coordinating meetings to optimize time management.
• Monitors and prioritizes the executive's emails, handling routine correspondence and ensuring timely responses.
• Types letters, memoranda, forms, reports, and manuscripts from various sources, including written copy and transcription equipment.
• Proofreads documents for accuracy and ensures proper formatting according to organizational standards.
• Enters data from source documents into computer systems following specified formats.
• Compiles, sorts, and verifies the accuracy of data, responding to inquiries as needed.
• Manages complex and confidential information with care.
• Manages incoming and outgoing communications, including answering telephones, routing calls, taking messages, and providing information to callers.
• Handles mail distribution and correspondence, including emails and faxes.
• Schedules and coordinates meetings and events, including making travel and lodging arrangements as needed.
• Prepares agendas, reserves facilities, and records and transcribes meeting minutes.
• Greets visitors, determines the nature of their business, and directs them to the appropriate personnel, ensuring a professional and welcoming environment.
• Maintains office equipment such as fax machines, assists users, and sends and retrieves faxes.
• Orders and maintains office supplies, arranges for equipment maintenance, and trains staff on office systems and procedures.
• Prepares, assembles, and coordinates the delivery of documents.
• Develops new forms or improves existing ones to enhance efficiency and control.
• Tracks and reconciles executive expenses, prepares expense reports, and assists with budget planning and monitoring.
• Processes requisitions and verifies invoices against purchase orders and shipping documents.
• Compiles and types statistical reports for record keeping or presentations.
• Maintains departmental policies, procedures, objectives, and quality assurance standards.
• Performs high-level tasks that require tact, integrity, and discretion due to frequent contact with senior-level internal and external stakeholders and exposure to confidential information.
• Assists in coordinating and managing special projects as assigned by the executive, including research, analysis, and presentation preparation.
• Drafts and edits communications on behalf of the executive, ensuring clarity, professionalism, and alignment with organizational tone.
• Builds and maintains positive relationships with internal and external contacts, acting as a liaison on behalf of the executive and representing them professionally in all interactions.
• Identifies and resolves issues proactively, addressing challenges that arise and implementing solutions to ensure smooth operations.
• Manages and troubleshoots technology and software used by the executive, coordinating with IT support as needed.
• Provides administrative support to other departments as needed, contributing to a collaborative and efficient work environment.
• Enhances professional growth by participating in educational programs, reading relevant literature, and attending workshops and in-service meetings.

Requirements

• Bachelor's or Associate's degree preferred.
• Five years executive level administrative support or related experience supporting senior-level manager or equivalent.
• Healthcare environment experience is a plus.

Nice-to-haves

• High Energy: Demonstrates enthusiasm and a proactive approach to tasks and responsibilities, maintaining a high level of productivity.
• Attention to Detail: Exhibits thoroughness and precision in completing work tasks, ensuring accuracy and quality in all aspects of work.
• Integrity: Upholds a high standard of honesty and ethics in all professional activities, consistently demonstrating trustworthiness and reliability.
• Adaptability/Flexibility: Shows a willingness to embrace change and handle a variety of tasks and responsibilities, adapting effectively to new situations and challenges.
• Dependability: Demonstrates reliability and responsibility, consistently fulfilling obligations and meeting deadlines.
• Stress Tolerance: Manages heavy workloads effectively and maintains composure in high-stress situations, handling criticism constructively and calmly.
• Achievement Orientation: Driven to achieve results and utilize strengths to reach goals, demonstrating a strong focus on meeting objectives.
• Independence: Capable of working autonomously, making informed decisions, and taking initiative without the need for constant supervision.
• Time Management: Efficiently manages one's own time and coordinates the time of others to ensure tasks are completed within deadlines and priorities are met.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• 401(k) matching
• Life insurance