Administrative Assistant

This position provides administrative and secretarial support. This position handles complex and confidential information daily in a secure, dependable and credible manner. A successful incumbent must be accurate, organized, detail oriented, customer service centric, flexible and creative by providing routine and ad hoc support to facilitate all administrative services as directed by, while working independently to maneuver multiple tasks with a proactive fast-paced approach to changing priorities.

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department
• Sorts and distributes mail. Opens mail for the vice president. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
• Provides support for and managing administrative tasks including but not limited to: Outlook, email messages, phone calls, Calendar invites, travel arrangements, expense reports, and the preparation of documents and presentations
• Responsible for managing Healthfirst timekeeping, technical and facilities request, and applicant tracking systems as required
• Performs clerical support including but not limited to: processing employee attendance records, distribution of mail/legal correspondence, document retention, coordinating equipment needs and departmental supplies, and copying, faxing and scanning as required.
• Prepares meeting invites, meeting agendas, and meeting minutes as required
• Periodically traveling as needed
• Performs all other duties as assigned by management

Minimum Qualifications:

• HS Diploma or GED
• Minimum of 2 years of experience supporting at least a Director level in a corporate environment
• Proven knowledge of Microsoft Office items including Outlook, Power Point, Excel and Word
• Experience interacting with various organizational levels from a customer centric approach and effectively representing Senior Leadership.
• Experience in managing multiple calendars

 

Preferred Qualifications:

• 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 which includes utilizing vLookups, updating/creating pivot tables.
• Experience with budget reports and/or variance reports.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER.  HF Management Services, LLC complies with all applicable laws and regulations. Applicants and employees are considered for positions and are evaluated without regard to race, color, creed, religion, sex, national origin, sexual orientation, pregnancy, age, disability, genetic information, domestic violence victim status, gender and/or gender identity or expression, military status, veteran status, citizenship or immigration status, height and weight, familial status, marital status, or unemployment status, as well as any other legally protected basis. HF Management Services, LLC shall not discriminate against any disabled employee or applicant in regard to any position for which the employee or applicant is otherwise qualified.

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 HF Management Services, LLC will be reviewed at the e-mail address and phone number supplied. Thank you for considering a career with HF Management Services,  LLC.

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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