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Executive Assistant in Manhattan at The Jewish Board

Date Posted: 5/19/2018

Job Snapshot

Job Description

POSITION OVERVIIEW:

This position provides administrative support to the Chief Clinical and Medical Officer, as well as the division leadership.

KEY ESSENTIAL FUNCTIONS :

Calendar management and meeting planning:

  • Schedule meetings and manage calendar activities for the Chief Clinical and Medical Officer, as well as the leadership team as it applies to relevant work

  • Maintain meetings and act as an interface between the executive staff, agency programs and external partners

  • Prepare materials for scheduled meetings as needed

  • Book conference rooms and plan for division events

  • Take minutes for various meetings, as needed

  • Arrange and input travel to calendar

    Maintain databases and manage information:

  • Develop, prepare and manage division databases via Excel and/or other systems

  • Coordinate and manage documents around medical and laboratory licenses

  • Track licensure and other certifications for medical personnel within the agency

  • Manage a variety of special projects, as well as track and report progress

  • Generate and maintain reports from different applications (Excel, the Electronic Health Record, etc.)

    Office maintenance, correspondences and finance management:

  • Create business correspondences and memos

  • Organize files and documentation, as needed

  • Monitor forms and correspondences, including the use of technical and medical terminology, from longhand or dictation

  • Work with other office personnel to organize staff onboarding

  • Prepare materials for signing and transmittal

  • Disseminate policy information to the agency, as changes occur

  • Compile receipts and reconcile monthly credit card statement for the division

  • Process financial reimbursements for the division

    Research and track changes to Medical Practice Standards from state and federal regulators and trade organizations

    Bachelor’s Degree

    Two - five years of direct executive support is required at the senior management level

             EXPERIENCE REQUIRED :

  • Strong interpersonal, verbal and written communication skills

  • Must be proficient in use of computer systems, including advanced excel

  • Requires proven experience communicating effectively with all levels within and outside an organization

  • Must have strong attention to detail and follow-through

  • Must have excellent customer services skills including professional phone etiquette

  • Follow-through: must be able to follow up on and keep track of multiple assignments

  • Proactive, takes initiative, can advance projects

  • Can work independently once given direction

  • Able to manage time efficiently and adhere to deadlines