Job Title: Administrative Assistant / Executive Secretary
Location: Riverview Innovation Center, 150 Broadway, Suite 355, Albany, NY 12204 Position Summary The Administrative Assistant / Executive Secretary provides high-level administrative support to the investigative team and leadership. This role involves preparing legal and medical documentation, managing correspondence, coordinating meetings, and maintaining compliance with statutory timelines. Strong organizational skills, attention to detail, and discretion in handling confidential information are essential. Key ResponsibilitiesDocument Preparation & Management
Prepare requests for medical records and quality assurance documentation, ensuring accuracy and inclusion of required enclosures.
Draft complainant contact letters and executive correspondence within required timeframes.
Prepare subpoenas, scan files, and complete certification processes with the Director or delegate.
Create and manage tracking logs for all investigative requests and updates in electronic systems (iTrak, SharePoint).
Compliance & Tracking
Track all requests and follow up within statutory timelines.
Ensure certified mail documentation meets due process requirements and update investigative files (electronic and physical).
Coordinate secure transfer of medical records to consultants using encrypted methods (HCS SFT or USB).
Meeting & Calendar Coordination
Schedule investigative meetings (in-person and remote) and maintain OPMC calendars.
Prepare agendas, meeting minutes, and memos for internal and external meetings.
Communication & Correspondence
Prepare response letters for executive correspondence and agency communications.
Manage incoming investigative calls, certified mail, and distribution of documentation.
Administrative Support
Complete and submit confidential data requests; track and follow up for receipt.
Oversee scanning and processing of investigative documentation.
Qualifications
High school diploma or equivalent; associate degree preferred.
3+ years of administrative or executive support experience, preferably in legal or healthcare settings.
Proficiency in Microsoft Office Suite and investigative management systems (iTrak, SharePoint).
Strong organizational, communication, and time-management skills.
Ability to handle sensitive and confidential information with discretion.
For more than thirty years, Penda Aiken, Inc. has committed itself to serving New York State, solidifying our position as a leading talent acquisition firm in the Northeast. Our team of industry experts collaborates closely with top-tier companies and exceptional candidates, providing personalized guidance to ensure the best possible results for everyone involved.
Partnering with Penda Aiken Inc. means positioning yourself for success. We provide access to competitive compensation, comprehensive benefits such as healthcare and dental coverage, a 401(k) plan, and paid time off (PTO), all delivered with personalized attention.
Penda Aiken, Inc. is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law.
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