Administrative/Administrative Assistant

Summary:

• Location: Brooklyn, NY
• Work Mode: Local
• Duration: 26W
• Schedule: Full Time M-F 8AM-4PM

Responsibilities:

• Provide shared support for multiple leaders to enhance administrative efficiencies and project coordination.
• Optimize leaders' time through effective calendar management for meetings, conferences, and appointments.
• Coordinate activities and resources for department-specific projects, including meeting agendas and project plans.
• Facilitate meetings and special events, capturing notes and distributing synopses as needed.
• Offer best practices and feedback on technology and automation to improve workflow.
• Coordinate timekeeping and payroll for the department.
• Screen and direct calls, mail, and visitors, answering inquiries when needed.
• Prepare communications, reports, and presentations with direction from assigned leaders.
• Utilize existing and emerging technologies for general clerical responsibilities.
• Maintain and distribute departmental supplies.
• Handle personal and confidential information in accordance with established procedures and policies.
• Greet visitors and respond to basic inquiries regarding the department.
• Perform other related duties as required.

Requirements:

• HS Diploma/GED required; Bachelor's degree preferred.
• Minimum 3 years of administrative and data management experience, preferably supporting leaders.
• Demonstrated ability to partner with leadership and establish strong working relationships.
• Proficiency in business applications such as Word, Excel, PowerPoint, and Outlook.
• Ability to analyze organizational and administrative problems.
• Skills in gathering, analyzing, and summarizing data.
• Ability to prioritize work effectively, meet deadlines, and provide timely follow-up and execution.
• Excellent written and verbal communication skills, including effective presentation ability.
• Capability to identify risks/issues and develop proposed mitigation strategies.
• Expertise in calendar management, meeting scheduling, and screening of calls/visitors.
• Comfortable working in remote environments (e.g., Zoom, WebEx, phone).
• Knowledge of hospital and departmental policies, including office administrative procedures.
• Self-starter with the ability to handle multiple high-priority tasks in an organized fashion within a fast-paced environment.