Executive Administrative Assistant

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OtherExecutive Administrative Assistant

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Quick Summary

Key Responsibilities

Acts as the point of contact between HCP’s Executive Team and internal/external partners. Undertake the task of receiving calls, relaying messages and routing correspondence.

Requirements Summary

Skills, Knowledge, Abilities Excellent organizational, analytical, anticipatory,

Technical Tools

OtherExecutive Administrative Assistant

HealthCare Partners, IPA and HealthCare Partners, MSO together comprise our health care delivery system providing enhanced quality care to our members, providers and health plan partners. Active since 1996, HealthCare Partners (HCP) is the largest physician-owned and led IPA in the Northeast, serving the five boroughs and Long Island. Our network includes over 6,000 primary care physicians and specialists delivering services to our 125,000 members enrolled in Commercial, Medicare and Medicaid products. Our MSO employs 200+ skilled professionals dedicated to ensuring members have access to the highest quality of care while efficiently utilizing healthcare resources.

HCP’s vision is to be recognized by members, providers and payers as the organization that delivers unsurpassed excellence in healthcare to the people of New York and their communities. We pride ourselves on selecting the most qualified candidates who reflect HCP’s mission of serving our members by facilitating the delivery of quality care. Interested in joining our successful Garden City Team? We are currently seeking a Executive Administrative Assistant in our Garden City Office!

Position Summary: Reporting to the Chief Physician Officer, the Executive Administrative Assistant (EAA) will provide full administrative support to the Executive Leadership Team supporting day-to-day operations relating to high-impact and valued projects. The EAA will be flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.

Essential Position Functions/Responsibilities:

Acts as the point of contact between HCP’s Executive Team and internal/external partners.
Undertake the task of receiving calls, relaying messages and routing correspondence.
Schedule and track meetings including room set-up, organization of presentation materials, and ordering refreshments. Manage room availability priorities as needed.
Take and transcribe meeting minutes.
Create documents, reports and analyses by ensuring timeliness, accuracy, and completeness.
Types and designs general correspondence, including memos, presentations, and spreadsheets.
Make arrangements and accommodations for all leadership business related travel
Develop, maintain, and update executive recordkeeping system for efficient documentation and filing in accordance with company policies and procedures.
Assemble confidential and sensitive information.
Respond to regularly occurring requests for information.
Work independently and within a team on special and ongoing projects as directed.
Coordinate communications, track and follow up on requests, and identify those of importance which require immediate attention.
Ensure and maintain confidentiality of all communications and documentation.
Provide executive level support HCP’s leadership team including completing payroll and expense reports on their behalf.
Maintain phones, managed calendars, scheduled appointments, meetings, luncheons and conference calls for executive members.
Aid in high level and ad hoc projects between departments.
Other duties as assigned.

Qualification Requirements:
Skills, Knowledge, Abilities

Excellent organizational, analytical, anticipatory, and written communication skills
Full comprehension of office management systems and procedures
Advanced proficiency in MS Office, Excel, Word, PowerPoint and Outlook
Exemplary planning and time management skills
Ability to multitask and prioritize daily work load
Excellent verbal and written communication skills
Discretion and confidentiality
Advanced critical thinking and problem solving skills

Training/Education:

High School diploma or equivalent, required
Associate’s degree or greater, preferred

Experience:

Minimum of 2 years’ experience as an Administrative Assistant
5+ years of C-level support experience within a fast-paced, ever-changing environment
5 + years secretarial position
Previous personal assistant experience a plus

🔗 Our website: HealthCare Partners
💵 Base Compensation: $60,000 - $65,000 annually
Bonus Incentive: Eligibility based off organizational performance
💼 Benefits: Fully paid Medical & Dental employee coverage + robust benefits package (PTO, 401k, FSA, Tuition Reimbursement, etc.)

Equal Employment Opportunity Statement:
HealthCare Partners, MSO is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other protected status under federal, state, or local laws. In compliance with all applicable laws, HealthCare Partners, MSO upholds a strict non-discrimination policy in every location where we operate. This policy applies to all aspects of employment, including but not limited to recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Job Disclaimer:
The above job description outlines the general scope and responsibilities of the position. It is not intended to be an exhaustive list of duties, skills, or qualifications required. Responsibilities may evolve based on business needs.

Department: Administration
This is a non-management position
This is a full time position

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