Executive Administrative Assistant
Full Time
Old Bethpage, NY 11804
Posted
Job description
Overview:
positive, professional image to providers, regulatory bodies, and the public.
Duties and Responsibilities
Qualifications:
Summary/Objective
Under the overall supervision of the Executive Office staff, the Executive Administrative
Assistant performs complex tasks of an administrative nature for the Executive Office. This is a
role requiring executive level responsibilities that would involve minimum supervision.
Responsibilities:
Under the overall supervision of the Executive Office staff, the Executive Administrative
Assistant performs complex tasks of an administrative nature for the Executive Office. This is a
role requiring executive level responsibilities that would involve minimum supervision.
Essential Job Functions
- Demonstrates professional conduct at all times.
- Follows the code of conduct and Agency expectations as outlined in the Employee
- Attends and completes training in accordance with New York State regulations and
- Thorough knowledge of modern office practice and procedures including the use of a
positive, professional image to providers, regulatory bodies, and the public.
- Ability to communicate effectively orally and in writing.
- Ability to take sufficient notes at a meeting, using a voice recorder if necessary, toprepare an accurate record of the meeting.
- Ability to prioritize assignments and perform problem solving consistent with the level of
- Ability to work on several projects simultaneously and follow up as needed to complete
- Ability to compose drafts of correspondence and memos and to proof read spelling,
- Ability to anticipate what is needed to assist in meeting preparation.
- Understanding of calendar management and the ability to schedule/change meetings to
- Ability to work independent with minimum supervision.
- Reports all violations and/or accidents in Agency or personal vehicle in accordance with
- Follows OSHA regulations, including universal precautions.
- Performs additional responsibilities, as assigned.
Duties and Responsibilities
Drafts correspondence, memoranda, etc. members of the Executive Staff and other
- Manages calendars to ensure time management.
- Schedules/changes meetings as needed including reoccurring meetings.
- Attends, takes minutes, transcribes, and distributes minutes for Administrative meetings;
- Prepares meeting agendas for review and creates all meeting packets.
- Monitors follow-up of any open agenda items from the meetings reflected in above.
- Distribute and track as necessary mail, internal reports and memos.
- Mediates Emergency situations in the absence of the Executive Staff and directs them to
- Provides coverage at the front desk as requested.
- Acts as the direct contact for all potential candidates for vacant positions via FREE’s
- Manages incoming mail.
- Able to prioritize assignments and performs problem solving consistent with the level of
- Completes registration and transportation for Executive Staff as needed for external
Education, Work Experience, and Competencies
High School Diploma required, Associates degree or higher preferred.- Maintain positive and professional team member relationships.
- Valid New York State Driver's License and meets the criteria to be an agency driver.
- Must have strong computer skills.
- Must have strong writing skills.
- Excellent time management skills and the ability to prioritize work.
- Excellent phone skills
- Sufficient skill in typing.
- Strong problem solver and analytical thinker.
- Similar office administrative experience preferred.
- Ability to be flexible to accommodate the needs of the division and the individuals we
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