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Executive Admin Assistant

Company: WMCHealth
Location: Suffern
Posted on: November 24, 2022

Job Description:

Executive Admin Assistant

Company: Good Samaritan Hospital

City/State: Suffern, NY

Category: Clerical/Administrative Support

Department: Administrative Admin

Position: Part Time

Hours: 1pm to 5pm

Shift: Days

Req #: 686

Posted Date: Apr 25, 2022

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External Applicant link Internal Applicant link

Job Details:

The primary function of the Executive Administrative Assistant is to provide administrative support. In doing so they lead the coordination and execution of administrative activities that enhance the effectiveness of the role supported as well as the department(s) these individuals oversee on an as-needed basis. This position must function with limited supervision and requires considerable proactive coordination with Executive(s) work demands. This position must be able to exercise initiative, independent judgement, and accountability for various processes and programs. This position works collaboratively with the Executive(s) supported and with other Executive Administrative Assistants within Administration and provides coverage as necessary. This position provides assistance with meeting planning and support, calendar maintenance, document preparation, travel planning, and departmental invoice processing. This position will provide assistance for routine office tasks including email, answering phones, providing messages, copying, and faxing.


- Meeting Support - assist in all areas of meeting planning ranging from the Board of Directors to system-wide meetings. Specific responsibilities include assisting with the creation of agendas and presentations, facilitating webinars and conference calls, coordinating the setup of AV equipment, evaluating potential meeting sites, facilitating the procurement of proposals from potential sites, assisting in development of programs with hotels, making initial reservations for function and guest rooms, assisting in registration of guests at meetings, providing on-site contact during all meetings, and printing/procurement of materials to be distributed at meetings.

- Maintaining Calendars - manage the calendars of the Executive(s) supported, including scheduling meetings, conference calls and travel schedules so that appointments can be met. This includes prioritization of meetings with internal and external individuals and groups to ensure ideal utilization of the Executive's time.

- Minute Taking - record the minutes during meetings, including meetings of the Board of Directors, and conference calls. Responsibilities also include electronically preparing the minutes in a clear format.

- Administrative Assistance - supports the completion of general administrative duties, including greeting guests, document preparation, e-mail, regular mail, packages, telephone handling, message handling, photocopying and scanning of documents, maintaining filing systems, ordering office supplies, completing timesheets, and faxing.

- Time and Expense Reports - prepares the expense reports for of the of the Executive(s) supported.

- Travel Arrangements - manages the travel arrangements of the of the Executive(s) supported, including hotel and airline reservations. This includes selecting appropriate hotel and airline rates to ensure compliance with Charity travel policy.

- Maintains contact databases and distribution lists - manages the contact list of the Executive(s) supported that communication with internal and external contacts is seamless.

- Accounts Payable - assists in the routing of invoices to the correct party(s) for approval and payment.

- Researches and provides Project Assistance - provides general research assistance to the Executive(s) supported on an as needed basis.

- Training - on an as-needed basis will provide basic training to new employees on systems and procedures to facilitate the adaptation of the new employees to his or her new job.


- Three to five years of progressive experience as an Administrative Assistant for an executive-level professional

- Experience working in a demanding environment with access to highly confidential and propriety information.

- Proficiency in maintaining schedules and meeting deadlines.

- Ability and willingness to build relationships with both internal and external contacts.

- Ability to work independently.

- Proficient with Microsoft Office Suite, email, Internet, Kronos and other systems.

- Ability and willingness to learn new software is a requirement.

- Experience working in the healthcare field preferred

- Experience working in an environment for an Executive preferred.


An Associate's degree from an accredited institution or equivalent directly related experience preferred. (5 plus years)


The individual performing this job may reasonably anticipate coming into contact with human blood and other potentially infectious materials.

About Us:

Good Samaritan Hospital

Good Samaritan Hospital in Suffern, NY, is a 286-bed hospital providing emergency, medical, surgical, obstetrical/gynecological and acute-care services to residents of Rockland and southern Orange counties in New York; and northern Bergen County, NJ. The hospital is home to a recognized cardiovascular program, comprehensive cancer-treatment services, the area's leading Wound and Hyperbaric Institute and outstanding maternal/child services that includes a Children's Diagnostic Center. Good Samaritan Hospital also provides social, psychiatric and substance-abuse services and its certified home-care agency supports residents of the Hudson Valley and beyond.

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External Applicant link Internal Applicant link

Keywords: WMCHealth, Paterson , Executive Admin Assistant, Administration, Clerical , Suffern, New Jersey

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