Westchester Medical Center Health Network · 22 hours ago
EXECUTIVE ASSISTANT
Kingston, NY
Full-time
Onsite
Senior Level, Lead/Staff
8+ years expWestchester Medical Center Health Network is seeking an Executive Assistant to support the activities of Senior Administrator(s) and serve as a liaison for various stakeholders. The role involves coordinating office activities, managing calendars, preparing meeting materials, and ensuring effective communication both internally and externally.
Hospital & Health Care
Responsibilities
Exercises sound judgment and decision-making skills in all related activities
Effectively coordinates activities to assure the smooth operation of the office
Anticipates needs and is proactive in coordinating activities understanding the priorities and standards of Administration
Coordinates, maintains and monitors the calendar for the respective senior administrator(s) by scheduling meetings in a timely manner with sensitivity to critical issues
When necessary, briefs key players on nature of project in order to coordinate priorities and facilitate meetings
Proactively reschedules meetings/ individuals to avoid conflicts with sensitivity to organization dynamics
Compiles pertinent material in preparation for meetings
Develops, processes, maintains and distributes documents as necessary
Receives, opens, and processes mail on a daily basis, bringing critical/deadline issues to attention of the senior administrator(s)
Independently answers routine correspondence or refers to appropriate staff for response
Participates in planning meetings with respective senior administrator(s)
Develops, processes and maintains project documents as necessary
Demonstrates awareness of ongoing activities and organization dynamics
Independently handles those persons who present to the office either in person or via telephone in a courteous and helpful manner
Provides requested documents and correspondence for review and maintains tickler system for meeting/ project preparation and follow-up
Anticipates unforeseen needs or requirements based on overall knowledge of organization, etc
Answers office telephone lines and electronic communication and directs appropriately
Responds to calls appropriately or directs calls to the appropriate party for response
Tracks and prioritizes phone calls
Maintains current knowledge of organizational structure and changes to update organizational charts, distributions lists, etc
Proactively notifies the appropriate individual
Represents respective senior administrator(s) in responding to and interacting with internal and external publics, insures positive patient, employee, physician and community relations by knowledgeably and effectively responding to all inquiries
Manages correspondence and inquiries independently; identifies and directs correspondence and inquiries to others where appropriate
Maintains respective senior administrators(s) office archive files and working files including all administrative/departmental manuals
Ensures timely, accurate filing and easy access of documentation
Assists respective senior administrator(s) with special projects and tracks project to conclusion, identifying and following up on outstanding items, summarizing information as requested
Facilitates completion of various reports required by regulatory and accrediting agencies meeting required deadlines
Assists in developing agenda, coordinate meetings and distributes related materials
Serves as recording secretary for meetings as assigned and ad hoc meetings
Records, prepares and documents accurate minutes and related data of meetings as requested
Facilitates RSVP confirmations and maintains attendance records for meetings when appropriate
Provides follow up information to committee members as necessary
Maintains adequate levels of office supplies and maintains office equipment
Compose a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, and other specialized materials using Microsoft Office Suite, Outlook and Adobe applications
Assist with data entry for compliance and privacy issues
Maintains strict confidentiality and discretion with regard to sensitive matters
Acts in an advisory capacity to other administrative support personnel and resource capacity to respective senior administrator(s)
Communicates effectively (verbal, written and listening skills) with all levels of personnel within the organization, and the external public to facilitate the effective operations and public image of the Hospital
Performs other related duties as assigned
Qualification
Required
Eight years of administrative, office management and/or secretarial experience, four of which must have been in a hospital setting and two of which must have required the use of word processing equipment
High School graduate with additional post-secondary training (degree preferred) to acquire executive secretarial skills or equivalent demonstrated by past work experience
Advanced computer literacy
Knowledge of business practices
Shorthand and/or the ability to record minutes
Advanced organizational skills
Application of computers, printers, and copiers that reflect a complete working knowledge of their use
Company
Westchester Medical Center Health Network
The Westchester Medical Center Health Network (WMCHealth) is the pre-eminent provider of integrated health care in New York’s Hudson Valley region, serving nearly 2.5 million residents across more than 6,000 square miles.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Sean S. Tedjarati, MD, MPH, MBA, CPE
President and CEO WMCHealth Physicians, Advanced Physicians Services
Anthony Frank
Executive Vice President and CFO
Recent News
Crain's New York Business
2025-06-25
Connecticut Post
2025-05-30
Company data provided by crunchbase