Department/Unit:

President

Work Shift:

Day (United States of America)

Salary Range:

$49,763.00 - $69,668.00

Serve as the primary on-site contact for visitors and employees at the Latham corporate offices. Provide a welcoming, professional arrival experience; help visitors reach the executive suite or other destinations; coordinate meeting spaces and routine workplace needs; and ensure service issues reach the correct department and are followed through to resolution. This is a dedicated site-services role, not an additional duty assigned to an Executive Assistant.



Essential Duties and Responsibilities

Visitor welcome and access:

• Greet guests, confirm their host and destination, coordinate authorized building entry and visitor identification, notify the receiving office, and escort or arrange a handoff to the executive suite or other destination.
• Assist with directions and accessibility needs.
• Protect confidential information and follow Protection Services’ access requirements.
• Maintain professional attire and demeanor consistent with Albany Med standards, with business attire when providing concierge support for Board meetings.
• Shared space reservations and meeting readiness:
• Use the designated reservation software to manage reservations for hoteling spaces, conference rooms, hospital CEO offices, first-floor rooms and spaces, and other designated shared spaces.
• Coordinate reservations and changes with hospital executive assistants, meeting hosts, and other users.
• Resolve routine scheduling conflicts under established priorities, and coordinate room access, setup, supplies, catering deliveries, and technology support.
• Confirm readiness before meetings and coordinate room reset afterward.

Single point of contact for site issues:

• Receive requests involving restrooms, missing toilet paper or other supplies, cleaning, leaks, temperature, lighting, furniture, access, or equipment. Contact Facilities, Environmental Services, IT, Protection Services, the landlord, or an approved vendor as appropriate.
• Log requests, track ownership and status, and confirm completion with the requester.
• Daily site readiness and supplies:
• Conduct routine walkthroughs of reception, meeting rooms, and shared areas.
• Monitor office and hospitality supplies, coordinate restroom replenishment with the responsible service team, and submit approved supply requests. Maintain contact lists and support mail, delivery, and service-visit coordination without compromising reception coverage.
• Coordinates services; does not perform skilled repairs, assume custodial or security duties, authorize unrestricted access, or commit funds beyond delegated limits.
• Work hours align with approved office coverage; this is not a 24/7 on-call position.
• Use a documented relief or host-handoff process while escorting visitors, taking breaks, or attending to site needs.

Escalation and follow-through:

• Prioritize urgent issues; immediately contact the designated emergency or service team for active leaks, safety concerns, or access incidents.
• Notify the supervisor and keep affected employees informed.
• Escalate unresolved or recurring issues rather than simply forwarding the original request.

Qualifications:

• High School Diploma/G.E.D. is required
• At least three years of relevant concierge, hospitality, office coordination, or customer-service experience is required
• Executive-office or professional-services experience preferred
• Strong interpersonal skills, discretion, reliability, and follow-through; proficiency with Outlook, shared calendars, reservation software, Microsoft Office, and service-request systems.
• Equivalent combination of relevant education and experience may be substituted as appropriate.
  
  
  

Thank you for your interest in Albany Med Health System!

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Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes.

Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.