Administrative Assistant
23 hours ago
Bronx
We are seeking a detail-oriented and highly organized Administrative Assistant to provide high-level support to our C-Suite team and assist with day-to-day administrative operations to ensure the smooth and efficient functioning of the Corporate Office. Bronx Community Health Network (BCHN) was founded in 1996 to ensure that the socio-economically depressed and medically underserved residents of the Bronx have access to high-quality and comprehensive healthcare services, Bronx Community Health Network (BCHN) is a not-for-profit, community-based organization and Federally Qualified Health Center. The organization provides a wide range of comprehensive, coordinated primary medical, oral, and mental health care and related diagnostic, pharmacy, social support, and enabling services for medically underserved/uninsured residents. BCHN’s mission is to improve the health of people and families in the Bronx; provide access to affordable, quality health care, especially for uninsured persons; promote disease prevention, early treatment and healthful lifestyles; and obtain financial and other resources for programs and services. BCHN’s service area includes the entire borough of the Bronx, including all 25 zip codes. Within this area, Health Center sites focus on the low-income and underserved populations. About the Role: The Administrative Assistant will provide support to four C-Suite leaders. This role will provide administrative support across all aspects of the daily work including but not limited to scheduling meetings, managing calendars, expense reporting, travel arrangements, general organization, and office management. The successful candidate will be detail-oriented, highly organized, able to multitask effectively, have strong interpersonal skills, excellent communication skills, and always demonstrate professionalism. • Provide direct administrative support to multiple Executive Team members, managing calendars, meetings, and priorities with accuracy and discretion, • Serve as the face of the office and first point of contact for all visitors and inquiries, • Welcome and assist visitors, ensuring positive and professional front-office experience, • Screen and prioritize emails, meeting requests, and inquiries; escalate issues as appropriate, • Prepare professional business communication documents including memos, letters, and emails, • Participate in general administrative duties (copying), distributing mail, ad-hoc projects, committees and/or group events, • Prepare, review, and edit correspondence, presentations, and meeting materials with high attention to detail as assigned, • Manages office supplies, managing inventory, assists with coordinating office equipment vendors or contractors., • Develop and maintain relationships with key stakeholders, including senior leadership, colleagues, vendors, and visits., • Assist with staff on -boarding and off- boarding, which includes requesting equipment set up and system access; creating logins, office tours, and general team support., • Collaborate with the finance team to process purchase orders and track expenses and receipts, • Coordinate conference and workshop registrations, including travel and logistics for the executive team, • Plan and execute internal events such as birthdays, office celebrations, and meetings., • Manage gift card distribution, OMNY cards, and food and beverage ordering for meetings, • Coordinate vendor services, including document shredding, cardboard pickup, and office supply deliveries (e.g., water services), • Handle registrations for employee training and professional development conferences, • Handle highly sensitive and confidential information with sound judgement, the utmost discretion and professionalism., • Act as back up to Executive Assistant of the CEO Support accreditation, compliance, HR, and quality initiatives as needed., • Other related duties assigned. Qualifications: • Bachelor’s degree or equivalent experience preferred, • At least five years of relevant administrative experience preferred, • Prior experience in healthcare, community health, nonprofit, or FQHC environments strongly preferred., • Experience supporting boards or executive leadership teams preferred., • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Excel, SharePoint/OneDrive, Teams),, • Strong organizational and time management skills, • Excellent written and verbal communication skills, • Ability to work independently and collaboratively, • High level of professionalism, discretion and judgement, • Exceptional attention to detail and problem-solving skills Special Skills and Knowledge: • Proficient at scheduling, travel, and meeting cadence management, • Excellent written and verbal communication; strong drafting/editing for executive-ready emails, agendas, meeting minutes, and materials, • High judgment and discretion with confidential information and senior stakeholders, • Highly organized with strong attention to detail and consistent follow-through across multiple priorities, • Experience managing office logistics (vendors, supplies, meeting setup, facilities coordination) Physical Demands/Working Conditions • Sits and walks throughout the day., • Subject to many interruptions., • Must be able to function in a highly stressful environment., • Job tasks are performed in close physical proximity to other people, • May spend many continuous hours at a desk and working from a computer. Salary Range: The base salary range for this position is $80,000 – 85,000 annually. The total compensation for the finalist selected for this role will be determined based on various factors, including but not limited to scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The base salary range listed above is a good faith determination of potential base compensation at the time of this job advertisement and may be modified in the future. This role is hybrid, requiring three (3) days per week in the office. The remaining two (2) days may be worked remotely. Specific in-office days will be discussed during the interview process, with flexibility to align with team needs. Please note that the number of required in-office days may be adjusted over time, potentially increasing the number of required in-office days based on business needs. Bronx Community Health Network is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military, and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision.
