Executive Assistant

$44,450 - $68,910/Yr

Unclassified - Syracuse, NY

Full-time - Entry Level

Syracuse, NY

10,001+ employees

About the position

The Executive Assistant position at St Joseph's Health and Trinity Health is a vital role that supports senior management in the completion of various administrative tasks. This position requires a close working relationship with executive personnel to ensure the efficient operation of the administrative office. The Executive Assistant will be responsible for making decisions with good judgment and discretion while dealing with the public in a tactful and diplomatic manner. The role involves communicating with a large number of technical and professional personnel within the network and the greater community, handling multiple situations simultaneously, and demonstrating a strong command of business procedures. Confidentiality is paramount in this role, and flexibility in working hours is required to meet the demands of the position. Key responsibilities include preparing and editing correspondence, presentations, reports, and other documents on behalf of senior executives. The Executive Assistant will coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-up actions. Planning and coordinating executive meetings and monthly board meetings is also a critical aspect of the role, which includes agenda creation, meeting logistics, and preparation of meeting materials. The Executive Assistant must anticipate the needs of senior executives and proactively address any administrative challenges or issues that arise. Collaboration with other members of the administrative team is essential to ensure seamless coordination and support across the organization. The position requires a proven track record of providing executive-level support in a fast-paced environment, exceptional organizational skills, and the ability to prioritize and manage multiple tasks simultaneously. Strong attention to detail, excellent written and verbal communication skills, and proficiency in Microsoft Office Suite and other relevant software applications are necessary. The Executive Assistant must maintain confidentiality and handle sensitive information with discretion and professionalism, demonstrating flexibility and adaptability to changing priorities and deadlines. A professional demeanor is required to represent the executives and the organization with integrity and professionalism, ensuring timeliness, thoroughness, accuracy, and quality in all communications.

Responsibilities

• Assist in the completion of administrative tasks under the direction of senior management.
• Maintain a close working relationship with executive personnel to ensure efficient operation of the administrative office.
• Make decisions with good judgment and discretion while dealing with the public.
• Communicate with technical and professional personnel within the network and the greater community.
• Handle multiple situations simultaneously and demonstrate a good command of business procedures.
• Prepare and edit correspondence, presentations, reports, and other documents on behalf of senior executives.
• Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-up actions.
• Plan and coordinate executive meetings and monthly board meetings, including agenda creation and meeting logistics.
• Anticipate the needs of senior executives and proactively address administrative challenges or issues.
• Collaborate with other members of the administrative team for seamless coordination and support.
• Handle confidential information with discretion and professionalism.
• Take meeting minutes and author correspondence or replies to correspondence.

Requirements

• Two years of college or appropriate experience required.
• Previous secretarial experience is mandatory.
• Prior office management experience is preferred.
• Good communication skills both oral and written are required.
• Strong interpersonal and organizational skills are required.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications is necessary.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism is essential.
• Flexibility and adaptability to changing priorities and deadlines are required.
• Strong problem-solving skills and the ability to anticipate needs and proactively address issues are necessary.
• Professional demeanor and the ability to represent the executives and the organization with integrity and professionalism are required.

Nice-to-haves

• Experience in a healthcare environment is a plus.
• Knowledge of service-related terminology is beneficial.
• Customer service orientation is preferred.

Benefits

• Competitive pay range based on experience, skills, and education.
• Opportunities for continuing education and professional development.
• Participation in orientation and updates to maintain knowledge and skills related to specific areas of expertise.