Executive Assistant II
Assist the Deputy Director and Executive Director of CFI, and Department Administrator with daily operations; coordinate and manage calendar and travel schedule; correspond with internal and external parties to coordinate appointments and meeting invitations, etc.; update and maintain bio-sketch and CV;process invoices for payments and monitor accounts; assist with the preparation and submission of grant applications and internal routing of grant applications; assist with submission of manuscripts and abstracts; process monthly time and effort reports and eCERT reports; draft letters and correspondences of confidential and sensitive nature; provide timekeeper support to department; assist with and coordinate faculty recruitment activities and invited special seminar speakers; assist with HR related tasks as necessary (ATRs, ATRFs, resume evaluations, etc.);Performs high-level staff work that requires a great degree of tact and integrity due to the great frequency of senior level internal and external contacts and the high degree of exposure to confidential data, participate in department initiatives and projects of a broad nature; process reapplication appointments for clinical privileges; process renewal of medical license, board certification requirements, and professional membership; perform other duties as required. Performs increasingly more sensitive and more complex administrative duties for senior executives at the highest levels of the organization; transcribes, types, maintains records and files, performs telephone reception; welcomes and directs on-site visitors; participates in the team or group work activities in the office; performs the above duties and responsibilities in a highly complex and confidential environment.
Applicants must possess an Associate’s degree and the equivalent of five years of full-time secretarial or related experience or High School Diploma or High School Equivalency Diploma and the equivalent of six years of full-time secretarial or related experience. The preferred candidate will possess a Bachelor's degree in a relevant discipline, four years of experience supporting high level professionals and experience working in a healthcare setting and experience with memo/ letter drafting and proofreading and reports preparation and submission. The preferred candidate will also have experience with coordinating travel arrangements, organizing meetings and event planning, be proficient with Microsoft Office Suite - Word, Excel, Power Point and Outlook, have the ability to set up and maintain email systems, file sharing systems, and calendars (scheduling meetings/calendar management) and have experience coordinating WebEx (Video and Audio) conference calls. The preferred candidate should have the following skills: Dependable and team player; Initiative and ability to work with little supervision; Effective time management; Attention to detail; Active listener; Analytical; and excellent interpersonal and written, and verbal communication skills in order to work collaboratively and effectively with a wide range of people.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at email@example.com.