Administrative Assistant - Communications, Marketing, Government and Community Affairs

Administrative Assistant - Communications, Marketing, Government and Community Affairs

Administrative/Office Support

New York, NY Full-Time/Regular

NYU Langone Health is a fully integrated health system that consistently achieves the best patient outcomes through a rigorous focus on quality that has resulted in some of the lowest mortality rates in the nation. NYU Langone offers a comprehensive range of medical services with one high standard of care across 6 inpatient locations, its Perlmutter Cancer Center, and over 320 outpatient locations in the New York area and Florida. With $14.2 billion in revenue this year, the system also includes two tuition-free medical schools, in Manhattan and on Long Island, and a vast research enterprise with over $1 billion in active awards from the National Institutes of Health.

Position Summary:

We have an exciting opportunity to join our team as a Administrative Assistant. In this role, NYULH is seeking an organized, experienced, and highly professional Administrative Assistant to support the Government and Community Affairs (GCA) team within the Communications, Marketing, Government and Community Affairs (CMGCA) department.

Reporting directly to the Vice President of Government and Community Affairs, this role is responsible for providing high-level administrative coordination and operational support to the team and is critical to its smooth functioning. The ideal candidate will be detail-oriented, resourceful, and able to manage multiple priorities while interacting professionally with senior leadership, internal stakeholders, and external partners.

Job Responsibilities:

Administrative and Scheduling Support

• Provide administrative support to the Government and Community Affairs team.
• Coordinate calendars and schedule appointments and meetings via Outlook and Webex for the GCA team.
• Coordinate internal and external meetings with executive leadership, deans, vice deans, physicians, as well as public officials and staff at the city, state, and federal levels.
• Prioritize and manage scheduling for team meetings, including government conferences held at NYU Langone Health, in Washington, D.C., and in Albany.
• Prepare agendas for weekly GCA team meetings.
• Help produce, organize, and distribute meeting materials, including materials for monthly External Affairs meetings with senior leadership.
• Secure security clearances for guests; greet and direct visitors.

Meetings, Events, and Travel Coordination

• Coordinate arrangements for meetings, conferences, and special events, including drafting and distributing informational materials, announcements, and invitations; tracking responses; and arranging meeting space, catering, travel, and hotel accommodations.
• Coordinate travel and hotel arrangements for team-related travel, including trips to Washington, D.C., Albany, and other locations as needed.
• Assist the team with community engagement activities and events.

Financial and Operational Support

• Prepare team expense reports.
• Assist in the management of the department budget.
• Manage internal payment processes, including vendor onboarding, invoicing, purchase orders, and check requests related to GCA contracts, sponsorships, and events.
• Provide expense information to support the preparation of lobbying reports.
• Manage MyTime approvals for the GCA team.
• Order and maintain inventory of supplies for the CMGCA department.

Departmental Coordination and Team Support

• Maintain contact with teams across the CMGCA department and other NYU Langone Health departments, working with minimal supervision.
• Work closely with other assistants and executive assistants to ensure effective office support, coordination, and coverage.
• Function as a backup for other administrative professionals within CMGCA, as needed.
• Draft and format a variety of briefing materials, documents, and forms, and proofread materials for clarity, accuracy, and grammar.
• Assist other CMGCA professional staff with projects, as needed.
• Support the GCA team with overall project work and other team activities as directed by the Vice President.

Minimum Qualifications: To qualify you must have a Associate's degree in a related field. Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience. Proficient in the use of Microsoft Office Word, Excel, and Access. Ability to develop moderately sophisticated spreadsheets; set up routine computer procedures; resolve simple software/hardware problems. Ability to access e-mail, electronic calendars, and other basic office support software. Effective oral, written, communication, interpersonal and customer service skills. Ability to proofread documents and write clear, concise first draft. Ability to type at a speed of at least 50 net words per minute. Ability to multi-task while paying attention to detail. Ability to exercise administrative judgment and assumes responsibility for decisions, consequences, and results.

Preferred Qualifications: High school diploma or equivalent required; associate or bachelors degree preferred o Minimum of 3 years of relevant administrative experience required, preferably in a complex healthcare, higher education, government, or corporate environment. o Experience supporting senior leaders or executives preferred. Demonstrated experience providing administrative support in a fast-paced, high-volume environment. Strong calendar management and scheduling skills, including coordinating complex meetings involving multiple stakeholders. Experience with travel coordination, meeting and event planning, expense reporting, invoice processing, and budget tracking. Excellent written and verbal communication skills, including strong proofreading and document formatting abilities. Strong interpersonal skills and the ability to interact effectively with CMGCA team members, senior leadership, faculty, external partners, and public officials while maintaining a high level of professionalism. Exceptional organizational skills, attention to detail, and follow-through. Demonstrated ability to work independently, exercise sound judgment, prioritize multiple projects simultaneously, and manage time effectively. Ability to handle confidential and sensitive information with discretion. Resilience and the ability to work effectively under pressure. Ability to work collaboratively across teams and provide coverage, as needed. Ability to exercise administrative judgment and assume responsibility for decisions, consequences and results. Availability to work in the office 34 days per week. Familiarity with budgeting, purchasing, timekeeping, and vendor/payment systems preferred. Proficiency in Microsoft Office, especially Outlook, Word, Excel, and PowerPoint, as well as web-based meeting and calendar platforms and the ability to learn internal administrative systems and software quickly.

Qualified candidates must be able to effectively communicate with all levels of the organization. NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.

At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family. NYU Langone Health is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

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NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $53,294.22 - $89,142.74 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here