Executive Administrative & Scheduling Specialist

Jobility Talent Solutions; New York (NY); On-site; USD 38,000 - 54,000; Full time

Job summary

Jobility Talent Solutions seeks an Administrative Assistant to provide broad support to a department leader and clinical staff. You will manage calendars, draft emails, prepare reports, and handle travel authorizations as needed.

The role emphasizes attention to detail, strong written and verbal communication, and the ability to juggle multiple priorities in a fast-paced office environment.

Qualifications

• Proven written communication skills.
• Strong verbal communication and listening skills.
• Effective interpersonal skills.
• Ability to simultaneously handle multiple priorities.
• Demonstrates a high level of accuracy and reliability.
• Excellent organizational skills.
• Two to four (2-4) years of experience preferred.

Responsibilities

• Performs administrative activities to maintain the smooth operation of the office.
• Resolves routine inquiries and fulfills requests using department policies.
• Screens telephone calls and provides assistance to visitors.
• Establishes and maintains confidential files, logs and records.
• Identify appropriate vehicles for providing access to department information.
• Ensure content is up to date.
• Opens, reads and prioritizes mail for department staff.
• Independently drafts emails or correspondence to routine inquiries.
• Completes and submits travel authorizations, travel expense vouchers, check requests, and purchase requisitions with receipts.
• Ensures information accuracy and completes tasks within timeframes.
• Provide administrative assistance for professional recruitment in clinical areas.
• Cross-cover for other assistants, including answering and triaging patient-related calls.
• Prepare and distribute on-call schedules for service/department coordination.
• Schedules appointments, meetings and conferences.
• Manage complex calendars using independent judgment and prioritize resources.
• Arrange meeting space and set up requirements (food, tech, etc.).
• Coordinate audiovisual equipment needs and order as necessary.
• Prepare/produce memos, reports, presentations, and manuals.
• Proofread documents for terminology, spelling, and consistency.
• Prepare and distribute agendas, minutes, announcements and materials.
• Develop formats for presentations and organization charts.

Tools

Microsoft Office

Job description

Jobility Talent Solutions seeks an Administrative Assistant to provide broad support to a department leader and clinical staff. You will manage calendars, draft emails, prepare reports, and handle travel authorizations as needed.

The role emphasizes attention to detail, strong written and verbal communication, and the ability to juggle multiple priorities in a fast-paced office environment.