Senior Administrative Specialist

Weill Cornell Medicine; New York (NY); On-site; USD 52,610 - 62,749; Full time

Job summary

Weill Cornell Medicine on the Upper East Side is seeking a Senior Administrative Specialist to provide senior level executive support within the Chair Support unit.

You will manage calendars, coordinate meetings and travel, handle confidential correspondence, and oversee office systems to improve efficiency. A bachelor's degree and about 5 years of executive assistant experience are preferred.

Qualifications

• Bachelor's degree preferred for advanced responsibilities.
• Approximately 5 years of experience as an executive assistant to senior staff.
• Strong communication and interpersonal skills demonstrated in multi-stakeholder environments.

Responsibilities

• Ensure smooth functioning of the executive office and implement office systems to improve efficiency.
• Serve as a confidential secretary handling highly confidential matters daily.
• Coordinate calendars and meetings; prioritize requests and arrange requirements.
• Coordinate projects related to regulatory issues, education, fundraising and program development.
• Develop, maintain, and disseminate SOPs as needed; manage travel and conference arrangements.
• Prepare written correspondence and manage procurement and reimbursements.
• Record and distribute meeting minutes; follow up on action items.
• Answer phones, triage inquiries, and assist with special projects.

Skills

Communication skills

Interpersonal skills

MS Office

Professionalism

Education

Bachelor's degree preferred

High School Diploma

Tools

Database applications

Job description

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

Title

Senior Administrative Specialist

Location

Upper East Side

Org Unit

Chair Support

Work Days

Weekly Hours: 35.00

Exemption Status: Non-Exempt

Salary Range: $38.19 - $45.55

Position Summary

Under guidance, provides senior level executive support to senior staff within the department.

Job Responsibilities

• Ensures the smooth functioning of the executive office. Implements and monitors office systems to improve efficiency.
• Serves as a confidential secretary, handles situations of highly confidential and/or sensitive nature on a daily basis.
• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Coordinates projects relating to items such as regulatory issues, educational activities, philanthropic activities, fundraising efforts and program development.
• May develop, maintain and/or disseminate departmental or functional specific policies and procedures. May also be responsible for maintaining a departmental standard operating procedures (SOP) manual if available.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• 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.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals.
• Records and distributes meeting minutes. Provides follow up on action items identified during meetings.
• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Assists with special projects as directed.

Education

• High School Diploma

Experience

Bachelor's degree is preferred.

Approximately 5 years of experience as an executive assistant working for a high-level senior physician or executive

Knowledge, Skills And Abilities

• Demonstrated strong communication and interpersonal skills; demonstrated ability to interact with multiple constituencies and exercise "people skills".
• Demonstrates ability to exercise standards of professionalism, including appearance, presentation and demeanor.
• Demonstrated proficiency with MS Office Suite and database applications.
• Excellent communication skills (both verbal and written).

Licenses and Certifications

Working Conditions/Physical Demands

Standard office work

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