Executive Assistant

Nyack, New York Department

Administration_2 Work Shift

Day Work Days

MON-FRI Scheduled Hours

8:30 AM-5 PM Scheduled Daily Hours

8.5 HOURS Scheduled Weekly Hours

40 Hourly Rate/Range

$30/hr. - $40/hr.

For positions that have only a rate listed, the displayed rate is the hiring rate but could be subject to change based on shift differential, experience, education or other relevant factors.

Essential Job Qualifications

Education: Associate’s degree required; bachelor’s degree preferred.

Experience : Minimum of 5 years of experience as an Executive Assistant to a senior manager or above. Preferred experience in a healthcare setting and/or union environment. Familiarity with labor relations, grievance administration, and HR policy coordination.

Other : Proficiency with Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint. Workday and UKG/Kronos experience preferred. Demonstrated experience handling confidential information with discretion and professionalism. Strong organizational, communication, and time-management skills. Ability to work independently, prioritize effectively, and manage competing demands in a deadline-driven environment.

Job Specific Contacts

1. General Contacts: Frequent contact with hospital employees, administration, management, union delegates, Board of Trustees of Montefiore Nyack Hospital and outside agencies.

Job Provides Direction to: N/A

Environment and Demands

1. Environmental Demands: Office Environment with frequent interruptions; intense multi-tasking and constant prioritization under tight deadlines.
2. Essential Physical and Cognitive Demands, Manual Dexterity: Position requires extended periods of sitting, computer operation, communications, and typing. Occasional light lifting up to 25 lbs., periods of standing, and walking between offices and or meeting rooms.

Part I: Hospital-Wide Standards

A. Organizational

Demonstrates adherence to Montefiore Nyack Hospital “We Care” standards including

WORKING TOGETHER “ I will commit to work together in a courteous, respectful manner. I will demonstrate a positive spirit of service with all employees with whom I interact.”

I will

• Place team success above individual recognition.
• Be receptive to new ideas and approaches within my workplace.
• Offer assistance generously without hesitation.

EMPOWERMENT “I will be accountable, responsible, and self-directed in all aspects of my work at all times.”

I will

• See projects through to ensure completion.
• Problem solve with patients, family members, and other employees.
• Follow up to ensure a resolution.

COMMUNICATION “I will demonstrate positive communication in a clear, courteous and appropriate manner at all times.”

I will

• Use effective verbal and written communication to patients, families, visitors, and fellow employees using the principles of AIDET (Acknowledge, Introduce, Duration, Explanation, Thank You)
• Use positive communication in my tone of voice, body language, and choice of words.

APPEARANCE “I will dress in a manner that reflects a professional and positive image of the hospital at all times”

I will

• Maintain a clean, neat, and professional appearance.
• Adhere to the Hospital's dress code policy.
• Promote and adhere to Montefiore Nyack Hospital's guidelines regarding a safe and clean work environment for employees, patients and visitors.

RESPONSIVENESS “I will demonstrate the ability to provide timely feedback and communication to patients, visitors, and coworkers.”

I will

• Respond empathetically.
• Apologize for delays and concerns.

EXCELLENCE IN SERVICE “I will strive to ‘do my best everyday’ in exceeding customer expectations.”

I will

• Anticipate and address my patients’ and customers’ needs.
• Avoid negativity and exhibit a “can-do” attitude.
• “Manage up” fellow employees, physicians, departments, and the organization, to increase patient confidence both internally and in the community.

B. MISSION/STRATEGIC PLAN

Participates in activities which support the mission of the hospital

C. JOB SPECIFIC COMPETENCIES

Demonstrates the required job specific technical/professional knowledge, skills and abilities. *

1. Manage and maintain the Vice President’s calendar, schedule appointments, coordinate meetings, and resolve scheduling conflicts.
2. Arrange and support HR meetings, leadership sessions, staff events, and special projects.
3. Draft, edit, format, and distribute correspondence, reports, agendas, presentations, and meeting materials.
4. Coordinate union grievance meetings, prepare related correspondence, compile information and responses to RFIs, and track follow-up actions and deadlines.
5. Maintain confidential HR files, records, and documentation with strict adherence to privacy and recordkeeping standards.
6. Coordinate timely review, revision, and distribution of HR policies and procedures.
7. Serve as a liaison between the Vice President, HR staff, employees, managers, and other internal stakeholders.
8. Support Vice President as point of contact for annual Employee Engagement Survey and Service Awards.
9. Notify appropriate parties of employee anniversaries to support employee recognition.
10. Track action items, monitor deadlines, and ensure timely completion of administrative follow-up.
11. Support additional HR administrative functions as assigned.

Montefiore Nyack Hospital is an equal employment opportunity employer. Montefiore Nyack Hospital 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.