Job Description

CHMC-Administration-Senior Executive Assistant-Full Time-Day Shift-Req 9779

PAY RANGE: $33.44-$44.30*

POSITION SUMMARY:

The Executive Assistant provides high-level administrative and operational support to executive leadership and the Administrative Office in Ogdensburg, NY. The Executive Assistant helps to ensure the effective coordination of executive, organizational, and administrative activities across the health system. The position serves as a central administrative resource and point of contact, supporting communication, information flow, and day-to-day operations involving leadership, governance, legal and regulatory matters, and other key organizational functions.

RESPONSIBILITIES:

• Demonstrates the highest level of discretion and confidentiality in handling sensitive, privileged, proprietary, and confidential information, exercising sound judgment regarding the access, use, discussion, and disclosure of information encountered through the position.

• Serves as a liaison and the first in-person point of contact to executives, senior leaders, department leaders, medical staff, members of the Board of Directors, regulatory agencies, external constituencies, and community partners.

• Supports organizational governance activities under established direction through ongoing administrative coordination, documentation, meeting support, records management, and assistance with Board and committee-related processes.

• Coordinates complex executive calendars, appointments, meetings, and other commitments, proactively managing scheduling priorities, resolving scheduling conflicts, coordinating participants and logistics, and ensuring executives are appropriately prepared for upcoming obligations.

• Prepares correspondence, reports, presentations, forms, surveys, and other materials in support of executive leadership, Boards, committees, leadership meetings, and organizational activities.

• Provides administrative support for legal matters, including the coordination, tracking, maintenance, and distribution of legal documents, agreements, notices, and other related records.

• Manages incoming and outgoing Administrative Office communications, including email, mail, telephone calls, faxes, and other correspondence, ensuring items are appropriately routed and addressed.

• Maintains the Administrative Office as an organized, professional, efficient, and well-functioning environment, proactively managing day-to-day needs, resources, and administrative operations to support executive leadership and overall office effectiveness.

• Processes and tracks Administration-related financial transactions, including purchase orders, reimbursement requests, vendor payments, credit card reconciliation, expense documentation, and related administrative records.

• Maintains and updates system-wide organizational charts, employee directories, and other organizational reference materials to ensure information remains current, accurate, and readily accessible.

• Establishes, organizes, and maintains comprehensive administrative records and documentation, including correspondence, contracts, agreements, and other key organizational materials, to support accurate recordkeeping, efficient retrieval, and continuity of administrative operations.

• Maintains a strong working knowledge of applicable corporate bylaws, organizational policies and procedures, governance requirements, and administrative processes to support accurate, consistent, and compliant execution of assigned responsibilities.

PROFESSIONAL EXPECTATIONS:

• Maintains a strong working knowledge of applicable corporate bylaws, organizational policies and procedures, governance requirements, and administrative processes to support accurate, consistent, and compliant execution of assigned responsibilities.

• Exercises independent judgment in prioritizing requests and coordinating competing executive and organizational priorities.

• Works independently, demonstrates initiative, and appropriately prioritizes multiple simultaneous responsibilities.

• Maintains a high level of accuracy and attention to detail in written materials, records, meeting documentation, and organizational information.

• Demonstrates sound judgment, resourcefulness, professionalism, and discretion in carrying out responsibilities.

• Communicates effectively and professionally in written, verbal, and interpersonal interactions.

• Performs other duties and special projects as assigned.

QUALIFICATIONS:

Education

• Required: Associate degree in business, office administration, communications, or a related field, or an equivalent combination of education and relevant experience.

• Preferred: Bachelor’s degree in business, communications, organizational leadership, healthcare administration, or a related field.

Training and Experience

• Three to five years of related experience

• Ability to take initiative, work independently, effectively manage multiple tasks, and work efficiently

• Requires strong attention to detail, organizational skills, and critical thinking skills

• Strong interpersonal communication skills with the ability to interact with a wide range of personalities

• Advanced computer skills essential, with working knowledge of word processing, spreadsheets, and database programs

• Healthcare experience preferred

• *The listed base pay range is a good faith representation of current potential base pay for successful applicants. It may be modified in the future. Pay is determined by factors including experience, relevant qualifications, specialty, internal equity, location, and contracts. Carthage Area Hospital and Claxton Hepburn Medical Center are Equal Opportunity Employers. Minority/Female/Disability/Veterans encouraged to apply.

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