Administrative Assistant

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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.