Executive Assistant to the President & Sr. Leadership

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
Executive Assistant to the President & Sr. Leadership

Division
Nassau Suffolk Hospital Council

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.

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.