Executive Assistant to the President & Sr. Leadership, Hauppauge, NY

Job Description

The Nassau-Suffolk Hospital Council and the Northern Metropolitan Hospital Association based in Hauppauge, NY, is seeking an Executive Assistant to the President & CEO and Senior Leadership. This exempt full-time position will report into the President & CEO providing administrative support to the President & CEO and the senior leadership team, managing the office operations and serving as a secretary to the Boards of Directors.


This position requires working at our Hauppauge, NY office for at least 4 days/week with 1 day/week of remote working to be considered. Applicants must live within commutable distance of the office. The expected salary for this position is between $80,000.00 and $90,000.00 annually. Pay rate offered will be based on the successful candidate's relevant experience, knowledge, skills and abilities and in consideration of internal equity.


Key responsibilities include but are not limited to:

• Provide administrative support to the CEO and leadership team (COO, CFO and VP, Communications)
  • Anticipate the needs of the CEO and act as a liaison with staff and members.
  • Oversee routing of correspondence and other documents for CEO, including handling and responding to issues and requests for information, directing information to appropriate staff, and clearly identifying potential issues and conflicts for the CEO.
  • Ensure staff response to member and external requests, notifying staff and/or CEO of areas that require follow-up.
  • Prepare CEO for meetings, providing background information, materials, and travel details.
  • Schedule, manage, and prioritize both internal and external meetings for the CEO and leadership team.
  • Track the CEO's requests and follow up on any outstanding items until completion.
  • Schedule and coordinate CEO member visits and ensure that the CEO is briefed and prepared for each meeting.
  • Assist with travel arrangements, itineraries, and expense reimbursement for the CEO.
  • Track state and federal lobby expenses for the CEO and leadership team and submit reports.
  • Maintain/update contact information for member hospitals' key executives and staff in requisite databases; timely input of individual contacts and meetings for CEO and leadership team.
  • Coordinate and plan occasional special events.
  • Participate in leadership team meetings.

• Serve as Secretary to the Boards of Directors of the Nassau-Suffolk Hospital Council and Northern Metropolitan Hospital Association.
  • Manage the Boards of Directors and several board committee meetings, including development of schedules, coordination and distribution of materials.
  • Aggregate, review and work with senior leadership to create high-quality Board meeting packages for Board members and management.
  • Develop and manage the Board and committee meeting schedules.
  • Cultivate relationships with Board members' executive assistants.
  • Maintain all associated records and files, including historical records.
  • Produce meeting minutes.

• Ensure smooth daily operations of the office, including but not limited to:
  • Oversee maintenance of office equipment.
  • Serve as primary liaison to HANYS' Information Services division.
  • Serve as primary liaison to property management company.
  • Assist with main phone line coverage.
  • Supervise purchases of general office supplies.

• Special projects, including:
  • Serve as liaison to members for monthly data reports, including triaging and concerns and distribution of reports.
  • Develop and oversee the publication of annual membership directory.

• Performs other duties as assigned.

Qualifications:

• A minimum of 5-8 years of experience providing C-suite support is necessary, preferably in an association, hospital or government relations environment. 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 or equivalent is strongly preferred - coordinating all activities, communications and schedules is expected.
• 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, Adobe Acrobat, and Zoom expected. Familiarity with computer database systems is preferred.
• Current notary public license is desirable or a willingness to obtain this post hire.
• Occasional regional travel is expected.