Administrative Specialist

Weill Cornell Medicine - Qatar; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Weill Cornell Medicine - Qatar seeks an experienced administrative assistant to provide broad support to senior staff within the department. Under guidance, you will manage calendars, correspondence, travel, and meeting coordination.

The role emphasizes efficient workflows, file management, and reliable communication. A High School Diploma is required, with a Bachelor's degree preferred and about two years of related secretarial experience.

Qualifications

• High School Diploma required; Bachelor's degree preferred.
• Approximately 2 years of related secretarial experience.

Responsibilities

• Coordinates calendars and schedules appointments and meetings.
• Prepares written correspondence as needed.
• Handles procurement activities for goods and services.
• Manages disbursement/reimbursement activities.
• Maintains inventory of supplies, equipment and reagents.
• Maintains electronic and hard copy files and databases.
• Answers phones and triages inquiries.
• Arranges travel and conference logistics.
• Records and distributes meeting minutes.
• Analyzes workflows to improve efficiency.
• Supports professional orgs and advisory boards.
• Receives mail and signs for deliveries.
• Performs other duties as assigned.

Skills

Communication

Education

High School Diploma

Bachelor's degree preferred

Tools

MS Office

Job description

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*As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices

Position Summary

Under guidance, provides a wide range of administrative and secretarial support to senior staff within the department

Job Responsibilities

• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Initiates and prepares written correspondence as needed and based on functional needs.
• Responsible for procurement activities related to goods, services, and/or equipment as needed.
• Responsible for disbursement/reimbursement activities as needed.
• Maintains inventory of supplies, equipment and/or reagents. May order supplies/equipment/reagents as authorized or ensure that needs are escalated appropriately. Receives supply orders and confirms accuracy of delivery. May assist with cost control.
• Maintains electronic and hard copy files and databases. Maintains integrity of information.
• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Records and distributes meeting minutes.
• Routinely analyzes and evaluates workflows to ensure maximum efficiency.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals.
• Receives, sorts and distributes mail; accepts and signs for package deliveries.
• Performs other duties as assigned or required.

Education

• High School Diploma in related field

Experience

Bachelor's degree is preferred.

Approximately 2 years of related experience providing secretarial support to senior leadership

Knowledge, Skills and Abilities

• Excellent computer skills including good working knowledge of MS office. Ability to learn new computer software and applications.
• Ability to communicate instructions and observations effectively verbally and in writing.

Licenses and Certifications

Working Conditions/Physical Demands

Standard office work

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