Executive Assistant to State and Federal Policy

The Healthcare Association of New York State (HANYS) is seeking an Executive Assistant to join our State and Federal Policy divisions. Reporting to the Senior Vice President, State Policy and the Senior Vice President, Federal Policy providing secretarial and administrative support to them, this position will also support the divisions of State and Federal Government Affairs. Responsibilities include but are not limited to calendar management, coordination of meeting logistics, support with finalizing and disseminating written materials, maintaining advocacy resources and providing telephone support for the divisions

This is a hybrid position based in Rensselaer, NY with applicants expected to work at least 2 days per week at our office. The expected hourly rate for this position is between $32.30/hr. and $34.87/hr. Payrate offered will be based on the successful candidate’s relevant experience, knowledge, skills, and abilities and in consideration of internal equity.

Principals only.

Key responsibilities include but are not limited to:

• Provides high-level secretarial and administrative support to the Senior Vice President for State Policy, the Senior Vice President for Federal Policy, and the Divisions of State Governmental Affairs and Federal Relations including correspondence, calendar management, meeting notices and minutes, and coordination of internal and external communications and related documents.  Assists with special projects, as assigned.
• Responsible for the efficient and effective management of requests from HANYS members and offices of federal and state elected officials, as needed, and internal needs communicated in-person, via phone, or electronically. Ensures that all inquiries are handled professionally, promptly and courteously and communicates precise and accurate information, whether communicated verbally or in writing.
• Manages travel arrangements, including hotel and transportation arrangements, creating/maintaining itineraries, and management of related expense reports.
• Coordinates logistics for meetings and conference calls, including virtual and group meetings.  Prepare and distribute related documents and coordinate all related communications.  Maintain complete and accurate files of all meeting materials.
• Coordinates routine office processes (e.g., check requests, expense reports), and monitors and orders departmental office supplies.
• Assists with maintenance of advocacy tools and resources.
• Provides backup support as needed to meet organizational needs.  Work collaboratively with other Executive Assistants to ensure that needs are met with a high level of productivity and quality.
• Responsible for filing Federal LD-2 filings on behalf of HANYS.
• Performs other duties as assigned.

Qualifications:

• High School diploma or GED required.  Associates degree is preferred. 6-8 years’ experience is expected.  Candidates with experience supporting senior management are preferred. An equivalent combination of education and experience sufficient to satisfactorily perform the duties of the job may be substituted
• Excellent verbal and written communication skills and strong organizational skills are expected.
• Experience working in a legislative or affiliated environment is strongly preferred.
• Proficiency in Microsoft office (Word, Outlook, PowerPoint, and Excel) is required. Familiarity with other computer systems, including payroll, is helpful.
• Database management systems experience is preferred.  Ability to extract data, create reports/lists, and email blasts are helpful.
• Must be able to maintain confidentiality.  Ability to work independently as well as part of a team is required. Demonstrated ability to prioritize work, manage multiple priorities and work under pressure in a professional manner is expected.
• Ad hoc travel to our DC Office once or twice a year is expected.