Executive Assistant

FTE Executive Assistant
100% onsite/Queens, NY area
Type: Full-Time (75 hours biweekly)
Shift: Days
Hours: 8:00 AM - 4:30 PM
Salary: $75,000 - $85,000

Position Summary:
We are seeking a highly skilled and detail-oriented Executive Assistant to support executives at our busy, fast-paced organization 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 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 staff, board members, 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 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.

Qualifications:

• High School Diploma/GED is the minimum education requirement for this role, which must be coupled with at least 8 years of experience as an Executive Assistant
• Associates and/or Bachelor???s Degree is the preference for this position.
• Minimum of 5 years of proven experience as an executive assistant, administrative assistant, or similar role supporting C-suite executives.
• Notary public preferred.
• Exceptional written and verbal communication skills, with a keen attention to detail and the ability to convey information clearly and professionally.
• Strong organizational and time-management abilities, with a demonstrated ability to manage multiple competing priorities.
• Polished presence, with the ability to interact professionally with all levels of the organization and external stakeholders.
• Expertise in calendar management, meeting coordination, and travel arrangements.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite.
• Ability to maintain confidentiality and exercise discretion in all aspects of the role.

Qualifications
Education
Required
High School Diploma or GED or better.