Job Description

Executive Assistant | Human Resources

THE BEST CAREERS. RIGHT HERE

@ BROOKLYN’S LEADING HEALTHCARE SYSTEM .

MAIMONIDES: TOP TEN IN THE U.S. FOR CLINICAL OUTCOMES

We’re Maimonides Health, Brooklyn’s largest healthcare system, serving over 250,000 patients each year through the system’s 3 hospitals, 1800 physicians and healthcare professionals, more than 80 community-based practices and outpatient centers . At Maimonides Health, our core values H.E.A.R.T drives everything we do. We uphold and maintain Honesty, Empathy, Accountability, Respect, and Teamwork to empower our talented team, engage our respective communities and provide patient-centered care. The system is anchored by Maimonides Medical Center, one of the nation’s largest independent teaching hospitals and home to centers of excellence in numerous specialties; Maimonides Midwood Community Hospital (formerly New York Community Hospital), a 130-bed adult medical-surgical hospital; and Maimonides Children’s Hospital, Brooklyn’s only children’s hospital and only pediatric trauma center. Maimonides’ clinical programs rank among the best in the country for patient outcomes, including its Heart and Vascular Institute, Neurosciences Institute, Bone and Joint Center, and Cancer Center. Maimonides is an affiliate of Northwell Health and a major clinical training site for SUNY Downstate College of Medicine.

Are you an organized, proactive professional who thrives in a fast-paced environment? We are looking for a highly skilled Executive Assistant to provide top-tier support to the Senior Vice President (SVP)/Chief Human Resources Officer (CHRO) of our Human Resources Department. As an Executive Assistant, you’ll work closely with a senior executive, managing complex schedules, coordinating high-level meetings, and ensuring smooth day-to-day operations.

This is an incredible opportunity to contribute to an influential HR leadership team while showcasing your exceptional organization, problem-solving, and communication skills. If you excel at managing multiple priorities and maintaining confidentiality, we want to hear from you! In this role, you will:

Executive Support & Calendar Management:

• Serve as the primary point of contact for the SVP/CHRO’s calendar, ensuring seamless scheduling of meetings, appointments, and critical deadlines.
• Strategically coordinate internal and external meetings, handling competing priorities.
• Prepare meeting agendas, confirm appointments, and ensure necessary materials are in place.
• Act as a gatekeeper, prioritizing requests and ensuring time is spent on high-impact matters.
• Provide timely reminders and relevant documentation, ensuring the SVP/CHRO is always prepared.

Administrative & Office Support:

• Process expense reports, check requests, and business credit card transactions.
• Manage office supplies inventory and purchasing.
• Manage correspondence, including drafting emails, letters, and reports with accuracy.
• Answer and direct calls, act as a liaison between HR leadership and other departments, and handle confidential information with discretion.
• Assist with routine clerical duties, including document management, mail distribution, and office organization.

Human Resources & Employee Relations Coordination:

• Assist with HR-related processes, such as approving timecards (Kronos), resolving payroll issues, and coordinating HR initiatives, and special projects.
• Schedule and organize key HR meetings related to grievances, arbitrations, and labor relations in collaboration with unions and legal counsel.
• Take minutes during meetings, ensuring key discussions/action items are documented.
• Support HR leadership in planning special events, training sessions, and team initiatives.

What We’re Looking For:

• Proven experience as an Executive Assistant or in a similar administrative role, ideally within HR or a corporate setting.
• Expert calendar management skills, with the ability to coordinate complex schedules and handle competing priorities.
• Strong organizational and time-management abilities to juggle multiple responsibilities.
• Excellent written/verbal communication skills to effectively interact with stakeholders.
• A high level of discretion and professionalism when handling sensitive information.
• Proficiency in MS Office Suite, Kronos, and other relevant systems.

Why Join Us?

• Work directly with senior HR leadership, gaining valuable insight into high-level decision-making.
• Be part of a dynamic and collaborative HR team in a role where no two days are the same.
• Opportunity to make a real impact by optimizing processes and ensuring leadership success.

Salary: $65,000 – $75,000. We offer comprehensive benefits including 403 (b) retirement plan. If you're a proactive, detail-oriented professional who thrives in an executive support role, apply today and become a vital part of our HR team!

Maimonides Medical Center (MMC) is an equal opportunity 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 for race, creed (religion), color, sex, national origin, ethnicity, sexual orientation, gender identity, military or veteran status, age, disability, pregnancy, predisposing genetic characteristic, marital status or domestic violence victim status, citizenship status, or any other factor which cannot lawfully be used as a basis for an employment decision in accordance with applicable federal, state, and local laws. MMC is committed to following the requirements of the New York State Human Rights Law with regard to non-discrimination on the basis of prior criminal conviction and prior arrest.

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