Executive Assistant

St. Joseph's Health; City of Syracuse (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

St. Joseph's Health seeks an Executive Administrative Assistant to support senior management and manage calendars, meetings, and confidential communications. You will prepare materials, coordinate requests, and maintain professional relationships across the organization.

Ideal candidates bring two years of college or equivalent experience, notary certification, and strong communication skills. This on-site role requires discretion, reliability, and adaptability in a fast-paced healthcare

Qualifications

• Two years of college or appropriate experience required.
• Must be a commissioned Notary Public, or willing to obtain certification upon hire
• Excellent written and verbal communication skills and ability to interact professionally across levels.

Responsibilities

• Prepare and edit correspondence, presentations, reports, and other documents on behalf of senior executives.
• Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-up actions.
• Anticipate the needs of senior executives and proactively address administrative challenges or issues.
• Take initiative in managing all meeting logistics, including preparing meeting spaces and ensuring technology functions smoothly.
• Collaborate with other administrative team members to ensure seamless coordination across the organization.
• Handle confidential information with discretion and professionalism.

Skills

Executive support

Calendar management

Meeting coordination

Notetaking

Confidentiality

Education

Two years of college

Notary Public certification

Tools

Microsoft Office Suite

Job description

Employment Type: Full time

Shift: Day Shift

Position Summary

Under the direction of senior management, assist in the completion of administrative tasks. Maintain a close working relationship with executive personnel and ensures the efficient operation of the administrative office. Manage and coordinate executive calendars, including executive meetings, committees and monthly board meetings, including agenda creation, meeting logistics, and preparation of meeting materials. Make decisions and good judgement and discretion in dealing with the public in a tactful and diplomatic manner. Communicate with a large number of technical and professional personnel within the network and the greater community. Handle several situations at one time and gives evidence of a good command of business procedures. Must maintain confidentiality. Flexibility in working hours is required.

Responsibilities

• Prepare and edit correspondence, presentations, reports, and other documents on behalf of senior executives.

• Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-up actions.

• Anticipate the needs of senior executives and proactively address any administrative challenges or issues.

• Take initiative in managing all meeting logistics, including preparing meeting spaces, ensuring technology functions smoothly and maintaining a clean, professional environment with minimal oversight.

• Collaborate with other members of the administrative team to ensure seamless coordination and support across the organization.

• Handle confidential information with discretion and professionalism, maintaining the highest standards of confidentiality and integrity.

• Take meeting minutes and author correspondence and / or replies to correspondence.

• Proven experience providing executive-level support to executives in a fast-paced environment.

• Exceptional organizational skills and the ability to prioritize and manage multiple tasks simultaneously.

• Strong attention to detail and the ability to produce high-quality work with accuracy and efficiency.

• Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels of the organization.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.

• Flexibility and adaptability to changing priorities and deadlines.

• Strong problem-solving skills and the ability to anticipate needs and proactively address issues.

• Professional demeanor and the ability to represent the executives and the organization with integrity and professionalism. Timeliness, thoroughness, accuracy and the quality of written and spoken communications are required.

• A dedication to our value system that promotes kindness, inclusion and teamwork.

Education, Training, Experience, Certification and Licensure

• Two years of college or appropriate experience required. Previous secretarial experience is mandatory and prior office management experience is preferred.

• Must be a commissioned Notary Public, or willing to obtain certification upon hire

• Good communication skills both oral and written, as well as good interpersonal and organizational skills are required.

• Participates in orientation and continuing education. Updates and maintains knowledge and skills related to specific areas of expertise.

• Completes population specific competency annually on populations served as identified in scope of care and service.

Special Equipment, Skills or Other Requirements

PC and appropriate software knowledge, and knowledge of office equipment. A solid understanding of service related terminology. Customer service orientated.

Work Environment and Hazards

Office setting. Exposure Class I - routine or potential exposure to blood, body fluids, excretions and secretions.

Physical Demands

Light work: Must be able to lift, bend, stoop, push and pull.

Mission Statement

We, St Joseph’s Health and Trinity Health, serve together in the spirit of the Gospel as a compassionate and transforming healing presence within our communities.

Vision

To be world-renowned for passionate patient care and outstanding clinical outcomes.

Core Values

In the spirit of good Stewardship, we heal by practicing Justice in fostering right relationships to promote common good, Reverence in honoring the dignity of every person, Excellence in expecting the best of ourselves and others; Integrity in being faithful to who we say we are.

Pay Range: $26.24-34.65

• Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.