Executive Assistant for Information Services

Job Role Summary

The Special Assistant to the CIO and VP of CIS is a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, assisting with fiscal operations and providing support to leadership. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Essential Duties

• Work autonomously to effectively deal with and prioritize urgent and/or diverse assignments and responsibilities, appropriately responding to conflicting time and demands. 
• Assist with contract management between CIS and various vendors utilizing the electronic contract management system. 
• Manage delivery and notification to the CIO for action on electronic and paper documents requiring either review, signature or approval.
• Develop and prepare necessary meeting materials.  Arrange meeting rooms, food service, supplies and other materials needed.
• Coordinate and host customer visits.
• Answer calls, often sensitive in nature with courteous manner, respect and professionalism and assign to appropriate party promptly and efficiently if needed. 
• Assist with special projects as needed. Other duties as assigned. 

Associated Job Duties

• Maintain highly confidential and specialized information, perform a broad range of sensitive and often confidential administrative functions.
• Work with a high degree of professionalism with Board members, senior executives, staff, community leaders, etc. Demonstrate strong interpersonal skills, professional written and verbal communication skills including ability to present results, manage information and interact with executive staff and the divisional leadership.
• Research independently, compile and apply information to presentations and other documents. Provide information on subjects as required; refer requests for specific information about technical or specialized matters to appropriate personnel.
• Assist VP of CIS with fiscal operations of the Corporate Information Services (CIS) Department. Process invoices, requisitions and purchase orders upon receipt and through payment.
• Independently facilitate office procedures and policies that will create and maintain an office of maximum efficiency and effectiveness.
• Effectively monitor budget compliance for services, supplies, and equipment.
• Assure all files requiring security are always maintained in a secure and confidential manner.
• Manage the CIO’s calendar in such a way that ensures their time is utilized in the best and most efficient manner while meeting HHC priorities. 
• Keep CIO apprised of high visibility upcoming meetings or upcoming deadlines.
• Use Kronos to submit executive team hours and exceptions.
• Acts as coordinator between end user and Help Desk and Operations support when the Application Specialists are unavailable.
• Proctor for certifications.

Qualifications

• At least 5-8 years of significant executive support experience, C-level executives support preferred.
• Bachelors/Associates degree or similar or a combination of education and directly related equivalent experience.

Knowledge, Skills & Abilities

• High level knowledge of Windows and MS Office, including Outlook, Word, Excel, PowerPoint. Knowledge of SharePoint preferred. 
• Enough knowledge of technology and technical vocabulary to work successfully in Information Services.
• Experience in public health, health care, and government verticals is highly desirable.