Special Assistant to the President & CEO

Title
Special Assistant to the President & CEO


EOE Statement
As an Equal Opportunity / Affirmative Action Employer, It is the Healthcare Association of New York State ("HANYS")'s policy to not discriminate against any employee or applicant for employment because of their race, color, religion, sex, or national origin or because they are an individual with a disability or disabled veteran, Armed Forces service medal veteran, recently separated veteran, or active duty wartime or campaign badge veteran, hereinafter referred collectively as "protected veterans," or any other characteristics protected under applicable law. It is also HANYS' policy to take affirmative action to employ and to advance in employment, all persons regardless of their status as individuals with disabilities or protected veterans, and to base all employment decisions only on valid job
requirements. This policy shall apply to all employment actions, including but not limited to recruitment,
hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay, or other forms of
compensation and selection for training, including apprenticeship, at all levels of employment.

Position
Special Assistant to the President & CEO


Division
Healthcare Association of New York State


Description

The Healthcare Association of New York State (HANYS) is seeking a Special Assistant to the President & CEO to join our Executive Office. Reporting to the President & CEO of HANYS, this role is responsible in managing the Executive Office of the President ensuring efficiency and quality in organizational activities.

This is a hybrid position based in Rensselaer, NY and applicants must live within a commutable distance from our office. The expected salary for this position is between $92,000 and $100,000 annually. Payrate offered will be based on the successful candidate's relevant experience, knowledge, skills, and abilities and in consideration of internal equity.

Principals only.

Key responsibilities include but are not limited to:

• Manages the President and Executive Offices:
  
  • Anticipates the needs of the President and acts as a liaison with staff and members.
  • Oversees routing of correspondence and other documents for President, including handling and responding to issues and requests for information, directing information to appropriate staff, and clearly identifying potential issues and conflicts for the President.
  • Ensures staff response to member and external requests, notifying staff and/or President of areas that require follow-up.
  • Prepares President for meetings, providing background information, materials, and travel details.
  • Ensures efficient office operations.
  • Schedule, manage, and prioritize a high volume of both internal and external meetings for the President.
  • Track the President's requests and follow up on any outstanding items until completion.
  • Schedule and coordinate CEO member visits and ensure that the President is briefed and prepared for each meeting.
  • Coordinate travel arrangements, itineraries, and expense reimbursement for the President.
  • Track state and federal lobby expenses for the President and submit reports.
  • Approve all timecards, time off requests and expense reimbursement requests for the senior leadership team.
  • Participate as a member of the planning committee for the Board Coordinator/Assistant to the President and C-Suite Educational Program.
  • Serve as administrator of the Boardvantage board portal including access rights and committee assignments.
  • Participates in special projects as requested.
  
  
  

• Ensures Quality and Efficiency of Information and Organizational Operations:
  • Review all correspondence/documents prepared for President's signature, including all membership mailings (i.e., letters, press releases, brochures, member updates, and staff updates).
  • Problem resolution and issues related to support and administrative functions as needed.
  • Serve as administrator of the Boardvantage board portal including access rights and committee assignments.
  
  
  

• Manages the HANYS Board of Trustees and several board committee meetings, including development of schedules, coordination and posting of materials: aggregating, reviewing and working with senior leadership to create high-quality Board meeting packages for Board members and management, and posting to HANYS' Boardvantage website portal in accordance with required timelines.

• Manages the Board and committee meeting schedule and communication to management and relevant staff regarding changes to key dates and deliverables. Primary point of contact for Executive Assistants supporting the HANYS Board of Trustees and Committees, both internally and externally. Ensure timely updates for board and committee rosters, user access to board portal, and maintain all associated records and files, including historical records.

• Board Compensation Committee Meetings:
  • Work with President and VP, HR to develop a yearly schedule of meetings.
  • Preparation of meeting agendas and materials.
  • Ensure completion of minutes and report to the board after each meeting.
  • Download and distribute materials through Boardvantage
  • Maintain attendance records in Boardvantage.
  
  
  

• Board Audit Committee Meetings:
  • Download and distribute materials through Boardvantage.
  • Maintain attendance records and access rights in Boardvantage .
  
  
  

• Coordinates Activities of HANYS Key Audiences:
  • Ensures appropriate HANYS' representation at regional board meetings and AHA meetings (i.e., staff attendance, speaker requests, distribution of agendas and materials).
  • Develop schedule of meetings and agendas and tracking of topics (Executive Team, Full Staff).
  
  
  

• Meeting Attendance:
  • Executive Team
  • Huddles
  • Board Planning meetings
  • Board Coordinator and Assistants to the President and C Suite planning meetings
  • AHA Region 1 and 2 Administrative Assistants Annual Meeting
  • AHA HCEA Annual Conference
  
  
  
  
  

Qualifications:

• A minimum of 15 years' association, hospital, or corporate office experience is necessary. Prior experience supporting executive level staff is required; prior experience supporting a CEO is preferred. High school diploma or equivalent is required; associates degree is preferred. An equivalent combination of education and experience sufficient to satisfactorily perform the duties of the job may be substituted.
• Demonstrated experience working with a board of directors - coordinating all activities, communications and schedules is expected. Prior experience working with a large board of directors is a plus.
• Excellent leadership, communication and interpersonal skills are expected.
• Demonstrated expertise in coordinating activities at the executive level is required.
• Ability to handle multiple competing priorities is expected.
• A demonstrated ability to manage a variety of situations with tact and diplomacy is required.
• Ability to handle sensitive materials and maintain confidentiality is a must.
• Strong computer skills including Outlook, Word, Excel, PowerPoint, Boardvantage (or similar board coordination tool), Protech, Workfront, Adobe Acrobat DC, and Zoom expected. Familiarity with computer database systems is preferred.
• Willingness to travel is expected.

Position Requirements

About the Organization
HANYS is the only statewide hospital and continuing care association in New York. We are located near Albany and represent 500 not-for-profit and public hospitals, nursing homes, and other healthcare organizations. Our members are not only the largest providers of inpatient and outpatient care, and essential providers of primary care, they are among the largest employers in many communities.

We harness the power of a unified statewide membership and collaborate with regional, state, and national associations. HANYS advocates before Congress, the Governor's office, the State Legislature, and state and federal agencies. We also provide education, data analytics, quality improvement initiatives, and operational assistance to help our members navigate the complexities of healthcare reform, and achieve the 'Triple Aim' of better care, better health, and lower costs.

This position is currently accepting applications.

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