Administrative Assistant, Legal - Hybrid NY

Summary:
• This position is responsible for providing administrative support to the Legal Department.
• This role requires the incumbent to regularly handle complex and confidential information, working independently to manage multiple tasks with a proactive fast-paced approach to changing priorities.
• A successful candidate must demonstrate the ability to handle multiple priorities with discretion, interact well with people at all levels, as well as be organized, detail oriented, and flexible.

Scope of Responsibilities:

• Schedules and organizes complex activities such as internal and external meetings, travel arrangements, and conferences, sends out invites, agendas and meeting minutes as required.

• Manages incoming and outgoing mail, including drafting written responses or replies by phone or e-mail.

• Responds to regularly occurring requests for information as well as maintaining and updating information on all key contacts, networks, organizations, and other internal and external stakeholders.

• Manages administrative tasks including but not limited to: Outlook, DocuSign, email messages, phone calls, calendar invites, expense reports, and the preparation of letters, documents, and presentations, including tracking edits and changes on documents.

• Coordinate equipment needs, orders departmental supplies, and other office needs such as copying, faxing, and scanning.

• Point person for the managing and billing of legal invoices through CounselLink.

Minimum Qualifications:

• HS Diploma/GED from accredited institution

• Minimum of 2 years of experience supporting at least a director level in a corporate environment.

• Must have proven knowledge of Microsoft Office including Outlook, Power Point, Excel, and Word.

• Must have prior experience using Adobe Acrobat Standard and/or Acrobat Pro and/or Acrobat DC.

• Must have prior experience working across organizations with all levels of leadership.

• Strong customer service orientation.

• Experience in managing multiple calendars.

Preferred Qualifications:

• Associate or bachelor’s degree from an accredited institution.

• Working knowledge of the healthcare industry.

• Experience with Workday and Service Now.

• Experience working within Microsoft Excel spreadsheets utilizing VLOOKUP's, updating/creating pivot tables.

• Experience with budget reports and/or variance reports.

Hybrid Work Schedule:

• This is a hybrid opportunity consisting of reporting to our office 3 days per week located at 100 Church Street, NYC.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER. Applicants and employees are considered for positions and are evaluated without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, age, genetic information, military or veteran status, marital status, mental or physical disability or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.

If you have a disability under the Americans with Disability Act or a similar law and want a reasonable accommodation to assist with your job search or application for employment, please contact us by sending an email to careers@Healthfirst.org or calling 212-519-1798 . In your email please include a description of the accommodation you are requesting and a description of the position for which you are applying. Only reasonable accommodation requests related to applying for a position within Healthfirst Management Services will be reviewed at the e-mail address and phone number supplied. Thank you for considering a career with Healthfirst Management Services.

EEO Law Poster and Supplement

All hiring and recruitment at Healthfirst is transacted with a valid “@healthfirst.org” email address only or from a recruitment firm representing our Company. Any recruitment firm representing Healthfirst will readily provide you with the name and contact information of the recruiting professional representing the opportunity you are inquiring about. If you receive a communication from a sender whose domain is not @healthfirst.org, or not one of our recruitment partners, please be aware that those communications are not coming from or authorized by Healthfirst.  Healthfirst will never ask you for money during the recruitment or onboarding process.