Executive Secretary & Office Operations Lead

Charles T Sitrin Health Care Center; Town of New Hartford (NY); On-site; USD 28,000 - 33,000; Full time

Job summary

Charles T. Sitrin Health Care Center in New Hartford, NY 13413 is seeking an Executive Secretary to support the CEO and Vice President of Long Term Care Services in a full-time, day shift (8a-4p, M-F).

The position includes receptionist duties, minute-taking, correspondence management, mail handling, and calendar coordination. The role also requires supervising front desk staff, managing mail/supplies, preparing board notices, and ensuring policies are up-to-date on the intranet while

Qualifications

• Associates degree in Secretarial Science preferred with knowledge of Microsoft Windows software.
• Minimum of three (2) years of experience in a secretarial position, preferably at an executive level.
• Ability to work independently with good oral and written communication skills.
• Ability to be in charge of the office and carry out required duties.

Responsibilities

• Acts as receptionist in the CEO and VP office, answering calls and greeting visitors.
• Prepares replies to correspondence ensuring correct business format and grammar.
• Receives incoming mail and handles outgoing mail.
• Supervises front desk staff and scheduling, training, and hiring decisions.
• Sits at reception as needed and coordinates department activities.
• Manages the gift shop inventory, pricing and ordering.
• Takes and types minutes at Leadership and Resident Council meetings.
• Sends notices for monthly Board of Directors’ and Finance Committee meetings.
• Types policies and procedures and maintains them on the facility’s Intranet.
• Maintains CEO/VP calendars and coordinates appointments.
• Coordinates Department of Health survey information and ensures accuracy.
• Prepares and prints meal tickets for the dietary department.
• Reviews and approves timecards for payroll for administration staff.
• Supervises company credit cards and purchasing processes.

Skills

Executive secretarial experience

Receptionist duties

Minutes taking

Email drafting

Office administration

Interpersonal communication

Education

Associates degree in Secretarial Science

Secretarial training

Tools

Microsoft Outlook

Microsoft Word

Intranet access

Job description

Charles T. Sitrin Health Care Center in New Hartford, NY 13413 is seeking an Executive Secretary to support the CEO and Vice President of Long Term Care Services in a full-time, day shift (8a-4p, M-F).

The position includes receptionist duties, minute-taking, correspondence management, mail handling, and calendar coordination. The role also requires supervising front desk staff, managing mail/supplies, preparing board notices, and ensuring policies are up-to-date on the intranet while