Full Time Administrative Assistant Jobs in Hospital for Special Surgery New York, NY

We are seeking a highly organized and proactive Administrative Assistant to support the HSS Executive Team and/or Office of Medical Leadership. This position is essential to maintaining smooth daily operations and ensuring the executive team receives timely, detail-oriented, and efficient administrative support.

Key Responsibilities:

• Provide direct administrative support to assigned executives and medical leaders.
• Manage sensitive correspondence and ensure timely responses to internal and external inquiries.
• Coordinate complex scheduling across multiple calendars with urgency and precision.
• Arrange meetings with internal departments and external stakeholders.
• Triage calls and emails; escalate and follow up on urgent tasks as necessary.
• Draft, review, and proofread internal and external communications.
• Maintain office supply inventory and oversee ordering/restocking.
• Coordinate maintenance and handle mail distribution.
• Reserve conference rooms, arrange catering, prepare materials, and ensure tech set-up for meetings.
• Support off-site meetings and events, as needed.
• Ensure timely submission of timekeeping reports for assigned cost centers.
• Book domestic and international travel including flights, hotels, and ground transportation.
• Provide coverage for other Administrative Assistants during planned/unplanned absences.

Qualifications:

• Associate’s or Bachelor’s degree, or equivalent professional experience required.
• 3+ years of experience supporting senior leadership preferred.
• Strong proficiency in Microsoft Outlook; working knowledge of MS Office Suite.
• Exceptional written and verbal communication skills.
• High attention to detail, time management, and the ability to prioritize.
• Collaborative mindset with a commitment to confidentiality and professionalism.
• Demonstrated ability to work independently in a fast-paced, high-volume environment.