Executive Assistant to Senior Vice President

Position: Executive Assistant to the Senior Vice President
Job Description

NYU Langone Health is a fully integrated health system that consistently achieves the best patient outcomes through a rigorous focus on quality that has resulted in some of the lowest mortality rates in the nation. Vizient Inc. has ranked NYU Langone the No. 1 comprehensive academic medical center in the country for three years in a row, and U.S. News & World Report recently placed nine of its clinical specialties among the top five in the nation.

NYU Langone offers a comprehensive range of medical services with one high standard of care across 6 inpatient locations, its Perlmutter Cancer Center, and over 320 outpatient locations in the New York area and Florida. With $14.2 billion in revenue this year, the system also includes two tuition-free medical schools, in Manhattan and on Long Island, and a vast research enterprise with over $1 billion in active awards from the National Institutes of Health.

For more information, go to NYU Langone Health, and interact with us on Linked In, Glassdoor, Indeed, Facebook, Twitter, You Tube and Instagram.

Position Summary:
We have an exciting opportunity to join our team as a Executive Assistant to the Senior Vice President.

The successful candidate is responsible for providing comprehensive administrative support to the Senior Vice President of Facilities Management as well as handling special projects and other matters independently. They will assist with complex project preparation and presentation. They will manage activities related to the enterprise wide facilities management operations under the purview of the SVP. They deal with confidential information and senior leadership on a regular basis.

Job Responsibilities:

Administrative Support

• Primary support to Senior Vice President of Facilities Management
• Provides support services to Leadership in order to facilitate efficient operation of office.
• Maintains calendar and efficiently schedules meetings, conferences makes all travel arrangements, etc, Organizes and facilitates meetings, conferences, and other special events
• Screens and handles telephone communications; evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Plans and coordinates interrelated activities effectively and efficiently according to schedule.
• Handles routine and confidential matters with appropriate urgency and discretion.
• Prepares all materials in professional manner through efficient coordination of staff and advanced use of technology
• Resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party
• Documents and processes travel & expense reimbursements, etc
• Performs research and analysis on specific issues as required
• Maintains professional and technical knowledge of software used within department
• Supports Leadership in problem solving and project planning/coordination

Liaison

• Functions as liaison for all interactions between Leadership and others.
• Responds in a timely, discrete and confidential manner to all requests concerning sensitive issues. Functions as liaison by providing flexible, efficient and timely response to the needs of the department.
• Composes information and prepares correspondence in a clear, concise and well-organized manner.
• Researches information accurately and thoroughly.
• Works effectively and interacts independently with internal and external sources to solve problems.

Office Management

• In coordination with office manager, plans, develops and implements office management procedures and monitors policies and procedures in area of responsibility, recommends modifications to existing procedures as required.
• Ensures adequate support for office at all times. Orients staff in use of technology and assists in troubleshooting. Establishes and oversees a well-organized functional system of record keeping.
• In collaboration with Office Management, maintains and regularly updates the office Policy and Procedure Manual.
• Keeps staff apprised of issues pertaining to their functional areas. Makes recommendation for needed office equipment.
• Anticipates deviations from plans and makes additional plans for accommodations.
• Presents new and innovative ideas, gives them the appropriate follow-up and if necessary, makes adjustments.

Special Projects

• Assists on special projects as needed and effectively presents all materials through use of technology or assists Leadership in effectively presenting materials.
• Assists with orienting staff thoroughly to workplace (i.e. equipment, location of supplies, etc.) and to other personnel with whom they must relate.
• Performs other duties as assigned.

Minimum Qualifications:

• Bachelors Degree
• Five years of progressive responsible office management, special projects and/or budget/finance experience or an equivalent combination of education and experience.
• Proficient in the use of Microsoft Office including Word, Excel, PowerPoint and Access Database.
• Effective oral, written communication and interpersonal skills…