Administrative Assistant – Finance

Job Description

The Department of Finance at Jamaica Hospital Medical Center is seeking an experienced Administrative Assistant to support Senior Leadership for an immediate full-time opportunity. The selected candidate will act as the primary point of contact for the Senior Leadership of the Finance Department.

DUTIES:

Managing and maintaining a heavy calendar management system for Senior Leadership internal and external meetings, conferences, seminars, and teleconferences.
Apprise Senior Leadership immediately of calendar schedule changes.
Managing registrations for conferences, teleconferences, etc.
Review confidential contracts and attends to other confidential matters, as well as maintain confidential files, and documents.
Scheduling and coordinating hotel and travel itineraries,
Monitoring office operation requests.
Processing and tracking office purchase requests.
Managing and updating personnel file management system.
Keep Senior Leadership informed of pending matters and appointments.
Follow up on various issues and phone calls for the Senior Leadership.
Serving as a liaison with internal departments and outside parties.
Maintain up-to-date office files on all departments, divisions, and projects run by the Senior Leadership.
Following up on various issues and phone calls for the Senior Leadership.
Work on various reports for different projects run by the Senior Leadership.
Prepare supporting document packets for Senior Leadership meetings.
Anticipate the needs and ability to manage detailed tasks to streamline the Senior Leadership’s workload.
The ability to take dictation accurately, rapidly and to transcribe. Ability to exercise discretion and diplomacy in all internal and external contact relationships and to exercise initiative in the preparation of routine correspondence, in handling administrative details and to maintain confidentiality of all executive and executive matters.
Maintaining office supply inventory.

REQUIREMENT

Bachelor’s degree in healthcare or related field preferred
Minimum 3-5 years prior experience supporting multiple senior-level executive staff.
Must have current/recent experience with complex calendar management for multiple executives.
Advanced Proficiency in Microsoft Office (Word, Excel, PowerPoint, & Outlook) required.
Strong excel skills required.
Exceptional verbal, written skills and the ability to prioritize work and perform independently.