Westchester Medical Center is hiring: Administrative Assistant in New York

Job Summary:

The Administrative Assistant works assisting with daily operations of the WMCHealth Network’s Marketing & Communications Department, ensuring that projects, initiatives, and day-to-day functions run smoothly. This role requires exceptional organizational skills, attention to detail, and the ability to work in a dynamic, deadline-driven environment. The Administrative Assistant will provide high-level administrative support to department leaders, help coordinate cross-functional activities and act as a key liaison for internal and external stakeholders.

Responsibilities:

• Conserves leaders’ time by managing calendars, scheduling meetings, and preparing agendas and materials.
• Processes and maintains a tracking system for invoices to ensure invoices are submitted to Accounts Payable on time and that payments are made in accordance with contracts.
• Attends meetings as needed to take notes, track action items and ensure timely follow up.
• Screens and directs calls, emails and inquiries to appropriate team members.
• Greets and assists visitors, partners, and vendors, representing the department in a professional manner.
• Coordinates logistics for meetings, conferences and special events.
• Assists with project tracking, ensuring deadlines are met and deliverables are completed.
• Supports the development and production of marketing and communications materials.
• Maintains office supplies, technology tools and marketing inventory.
• Ensures files are organized, accessible and compliant with brand and confidentiality standards.
• Utilizes Microsoft Office and other specialized software to prepare reports, spreadsheets and presentations.
• Works closely with marketing, communications, creative and digital teams to support campaigns and initiatives.
• Serves as a resource to other administrative staff and collaborates with leadership, management and external partners.
• Exhibits excellent interpersonal skills; provides customer service; assists other support staff as necessary; collaborates with all levels of internal leadership, management, and staff as well as outside clients, vendors, and other external parties.

Qualifications/Requirements:

Experience:

Previous administrative, clerical, or secretarial experience, preferred.

Education:

High school diploma or equivalent, required.

Licenses / Certifications:

N/A

Other:

Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point).