Administrative Assistant to SVP Marketing, Community Relations - White Plains Hospital Center : Job Details

Position Summary

The Administrative Assistant to the SVP Marketing & Communication is directly responsible for providing administrative services and support essential to the Marketing/Communication & Community Relation Team's mission. Specifically, the position is responsible for providing assistance to the SVP, providing general office management including day-to-day operations of the Office, and meeting coordination.

Essential Functions and Responsibilities Includes the Following:

* Understands and adheres to the WPH Performance Standards, Policies and Behaviors.

* Provides comprehensive support services to the SVP that ensures professional, responsive and effective experience.

* Briefs with SVP on an ongoing and proactive/timely basis. Ensures SVP is prepared for meetings, taking minutes as requested.

* Responsible & accountable for the overall operations of the Office, managing the day-to-day administrative affairs of the SVP.

* Provides sophisticated calendar management, scheduling all meetings and commitments and providing logistics. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance, makes judgments and recommendations to ensure smooth day-to-day engagements.

* Administers correspondence, manages incoming calls, and prioritizes messages, emails and mail. Handles all calls with sophistication and professionalism.

* Uses Outlook, Word, Excel and PowerPoint to produce materials & presentations for meetings.

* Prepares for meetings and events including creating agendas, ordering food, booking conference rooms and arranging video/audio equipment.

* Processes all invoices for department. Works with Finance to ensure vendors get paid on time.

* Processes all incoming correspondence prioritizing and determining disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation and reply.

* Researches, reviews and prepares responses for SVP's signatures.

* Oversees & coordinates ongoing maintenance and repairs of office equipment as needed.

* Maintains files used by SVP.

* Responds to and addresses confidential and sensitive information with poise, tact and diplomacy.

* Coordinates with HR and IT to onboard new department employees, ensuring they are set up for success when they begin.

* Provides oversight and supervision to volunteers.

* Works beyond the normal workday to accomplish duties and responsibilities, including but not limited to, attendance at evening meetings and events, which includes appropriate board subcommittee meetings.

* Performs all other duties as assigned.

Education & Experience Requirements

College Degree required. Bachelor's degree or combination of education and/or experience preferred.

Five to seven years professional experience in administrative or executive assistant role preferred.

Experience with Microsoft Office Suite required.

Core Competencies

* Strong verbal & written communication skills.

* Independent judgment & decision-making skills

* Attention to detail

* Strong planning & organization skills

* Ability to adapt to readily changing environment & requests

* Ability to interpret a variety of instructions

* Retains composure under stress