Executive Assistant - Roswell Park Care Network

Description

 Roswell Park Care Network is a leading provider of oncology and specialty care community practices, dedicated to delivering exceptional patient care and innovative treatment solutions. We are committed to fostering a collaborative and supportive work environment for our team members. 

 We are seeking an accomplished and experienced Executive Assistant to join our Administrative team in Williamsville, NY.  

 The Executive Assistant provides comprehensive and confidential administrative support to a senior-level executive, managing a wide range of tasks requiring high discretion and professionalism. Responsibilities include overseeing communication management, calendar scheduling, document preparation, and coordinating meetings and travel arrangements. The role also involves data entry, budget and expense tracking, project coordination, and supporting special projects. The Executive Assistant is expected to anticipate the needs of the executive, manage multiple tasks efficiently, and contribute to a collaborative office environment. This position operates in a highly confidential setting, requiring sound judgment, initiative, and the ability to manage sensitive information and relationships with internal and external stakeholders. 

Brief Description of Duties:

• Provides comprehensive administrative support to a senior-level executive, managing a wide range of administrative tasks with confidentiality and discretion.
• Manages the executive's calendar, scheduling appointments, and coordinating meetings to optimize time management.
• As requested, monitors and prioritizes the executive’s emails, handling routine correspondence and ensuring timely responses.
• Types letters, memoranda, forms, reports, and manuscripts from various sources, including written copy and  transcription equipment. Proofreads documents for accuracy and ensures proper formatting according to organizational standards.
• Enters data from source documents into computer systems following specified formats. Compiles, sorts, and  verifies the accuracy of data, responding to inquiries as needed. Manages complex and confidential information with care.
• Manages incoming and outgoing communications, including answering telephones, routing calls, taking messages, and providing information to callers. Handles mail distribution and correspondence, including emails and faxes.
• Schedules and coordinates meetings and events, including making travel and lodging arrangements as needed. Prepares agendas, reserves facilities, and records and transcribes meeting minutes.
• Greets visitors, determines the nature of their business, and directs them to the appropriate personnel, ensuring a professional and welcoming environment.      
• Maintains office equipment such as fax machines, assists users, and sends and retrieves faxes. Orders and maintains office supplies, arranges for equipment maintenance, and trains staff on office systems and procedures.
• Prepares, assembles, and coordinates the delivery of documents. Develops new forms or improves existing ones to enhance efficiency and control.
• Tracks and reconciles executive expenses, prepares expense   reports, and assists with budget planning and monitoring.
• Processes requisitions and verifies invoices against purchase orders and shipping documents. 
• Compiles and types statistical reports for record keeping or presentations. Maintains departmental policies, procedures, objectives, and quality assurance standards.
• Performs high-level tasks that require tact, integrity, and discretion due to frequent contact with senior-level internal and external stakeholders and exposure to confidential information.
• Assists in coordinating and managing special projects as assigned by the executive, including research, analysis, and presentation preparation.
• Drafts and edits communications on behalf of the executive, ensuring clarity, professionalism, and alignment with organizational tone.
• Builds and maintains positive relationships with internal and external contacts, acting as a liaison on behalf of the executive and   representing them professionally in all interactions.
• Identifies and resolves issues proactively, addressing challenges that arise and implementing solutions to ensure smooth operations.
• Manages and troubleshoots technology and software used by the executive, coordinating with IT support as needed.
•  Provides administrative support to other departments as needed, contributing to a collaborative and efficient work environment.
•  Enhances professional growth by participating in educational programs, reading relevant literature, and attending workshops and in-service meetings.
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