Administrative Assistant

City/State:

Yonkers, New York

Grant Funded:

No

Department:

Office Of The Chief Learning Officer

Work Shift:

Day

Work Days:

MON-FRI

Scheduled Hours:

8:30 AM-5 PM

Scheduled Daily Hours:

7.5 HOURS

Pay Range:

$57,200.00-$71,500.00

The Learning Network is seeking a highly organized, proactive, and relationship-focused Administrative Assistant to provide executive-level support to the Vice President/Chief Learning Officer and the department's leadership team. This role serves as a key operational partner, ensuring seamless coordination of executive calendars, leadership programs, stakeholder meetings, departmental initiatives, and high-profile events. The successful candidate will thrive in a fast-paced environment, demonstrate exceptional attention to detail, and deliver an outstanding experience for internal and external stakeholders.

Responsibilities

• Manage executive and departmental calendars, including scheduling complex meetings with senior leaders, physicians, executives, and external stakeholders.
• Coordinate and oversee logistics for leadership development programs, executive meetings, receptions, workshops, and special events.
• Serve as a primary liaison between department leadership, internal partners, vendors, and external constituents.
• Plan and coordinate venue arrangements, catering, audiovisual requirements, meeting materials, and participant communications.
• Manage travel arrangements, expense reports, invoices, purchase requisitions, and payment processing.
• Support vendor and contract administration, ensuring accuracy, timely execution, and quality service delivery.
• Develop presentations, reports, meeting agendas, minutes, executive summaries, spreadsheets, and other business documents.
• Monitor projects, action plans, deadlines, and follow-up activities to ensure successful completion of departmental initiatives.
• Provide administrative support for department-wide meetings, town halls, and organizational events.
• Maintain confidentiality while handling sensitive information and interacting with executives and key stakeholders.

Qualifications

• Associate Degree in Business, Human Resources, Education, Healthcare Administration, or a related field. Bachelor's Degree preferred
• Minimum of four (4) years of progressively responsible administrative, executive support, project coordination, or related experience.
• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and Copilot.
• Experience supporting senior leaders and coordinating multiple priorities simultaneously.
• Experience supporting C-suite or executive leadership teams
• Experience planning large-scale events, educational programs, or leadership development initiatives.
• Healthcare, academic, or organizational development experience.
• Excellent written, verbal, and interpersonal communication skills.

Competencies

• The successful candidate will demonstrate:
• Exceptional organizational and time-management skills.
• Strong relationship-building and customer service abilities.
• Excellent judgment, discretion, and professionalism.
• Ability to manage competing priorities in a dynamic environment.
• Strong project coordination and problem-solving capabilities.
• Meticulous attention to detail and commitment to quality execution.
• Ability to communicate effectively with executives, physicians, leaders, staff, vendors, and external partners.
• Initiative and adaptability when responding to evolving business needs and priorities.

Work Environment

• Primary work location is Executive Plaza in Yonkers, NY.
• Primarily an on-site position within a professional business office environment.
• Requires occasional travel between campuses and event locations.
• Flexibility to support early morning, evening, and occasional off-site departmental events and leadership programs.
• Frequent interaction with senior executives, physicians, department leaders, staff, and external vendors.

Ideal Candidate

• A polished and professional administrative professional with experience supporting senior leaders or executives.
• Highly organized with the ability to manage multiple priorities, deadlines, and competing demands simultaneously.
• Proactive and resourceful, anticipating needs and resolving issues before they become problems.
• Skilled at building strong relationships and working effectively with individuals at all levels of the organization.
• Comfortable interacting with senior executives, physicians, department leaders, external partners, and vendors.
• Detail-oriented with a strong focus on accuracy, quality, and creating exceptional stakeholder experiences.
• Adaptable and able to pivot quickly in a fast-paced environment with changing priorities.
• A strong communicator with excellent written, verbal, and interpersonal skills
• Experienced in coordinating meetings, events, programs, and complex logistics from planning through execution.
• Comfortable managing calendars, scheduling executive meetings, and coordinating across multiple stakeholders.
• Able to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Tech-savvy and eager to learn new systems, tools, and technologies to improve efficiency and effectiveness.
• A self-starter who takes ownership, follows through on commitments, and thrives with minimal supervision.
• Willing to support occasional early morning, evening, or off-site events and programs as business needs require.

Montefiore Medical Center is an equal employment opportunity employer. Montefiore Medical Center will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.