Executive Assistant

Job Description

JOB SUMMARY :

We are seeking a highly skilled and detail-oriented Executive Assistant to support executives at our busy, fast-paced community hospital in Queens, NY. This pivotal role requires someone who thrives in a dynamic environment, possesses exceptional organizational skills, and demonstrates the ability to manage complex calendars, coordinate meetings, and communicate effectively with hospital leadership staff, and external stakeholders. The ideal candidate will have a polished presence, superb verbal and written communication skills, and the ability to handle sensitive and confidential information with discretion.

KEY RESPONSIBILITIES :

• Calendar Management :
• Oversee executives’ calendars by scheduling and prioritizing meetings, appointments, and events. Ensure that all details are accurate, and timelines are adhered to
• Meeting Coordination :
• Coordinate logistics for meetings, including room reservations, agendas, participant invitations, and preparation of materials.
• Ensure executives are fully briefed ahead of time for each engagement.
• Verbal and Written Communication :
• Act as the primary point of contact for internal and external communications on behalf of the executive-suite. This includes drafting and reviewing correspondence, taking and transcribing minutes, and preparing reports or presentations.
• Must demonstrate excellent writing and editing skills to craft clear, professional communication.
• Travel and Event Planning :
• Organize travel arrangements for executives, including flights, hotels, and transportation, and ensure travel schedules align with meeting commitments.
• Assist with planning and coordinating hospital events, conferences, and special functions.
• Relationship Management :
• Foster and maintain professional relationships with hospital staff, board members, physicians, patients, and external stakeholders.
• Represent the executives with professionalism, tact, and diplomacy.
• Confidentiality and Discretion :
• Handle sensitive information with the highest degree of confidentiality and professionalism, ensuring that all private and hospital-related matters are protected.
• General Administrative Support :
• Perform other administrative tasks as needed, including preparing reports, tracking action items, processing expense reports, and supporting other members of the executive team.

Job Requirement