Executive Assistant
We are seeking a highly detail-oriented, proactive, and exceptionally professional Executive Assistant to join our team. This pivotal role is essential for ensuring the seamless operation and efficient support of our Chairman and other key executives. The ideal candidate will possess unparalleled organizational skills, be adept at managing multiple complex calendars, and maintain the utmost discretion and professionalism in all interactions. A background in office management or customer service is essential, and a Bachelor’s degree in Healthcare Administration is strongly preferred. Experience in a healthcare or physician practice setting, as well as any paralegal experience, will be a significant plus. If you thrive in a dynamic, fast-paced environment and are dedicated to providing superior administrative support, we encourage you to apply.

Responsibilities

• Executive Support: Provide comprehensive administrative and operational support directly to the Chairman and other executives, anticipating their needs and proactively addressing them.
• Extensive Calendar Management: Expertly manage and coordinate multiple complex calendars, including scheduling appointments, meetings, and conferences across various time zones, prioritizing and resolving scheduling conflicts efficiently.
• Communication Hub: Serve as the primary point of contact for executive communications, including answering and screening phone calls with extremely professional and polished phone skills, drafting and responding to emails promptly, and managing correspondence with sensitivity and discretion.
• Document and Information Management: Maintain highly organized and confidential filing systems for critical documents, records, and reports, ensuring easy retrieval and adherence to privacy protocols.
• Meeting Coordination: Prepare agendas, gather necessary materials, take minutes, and follow up on action items for executive meetings.
• Travel Arrangements: Coordinate complex domestic and international travel arrangements for executives, including flights, accommodations, ground transportation, and detailed itineraries.
• Client and Stakeholder Relations: Provide exceptional service to high-level clients, visitors, and external stakeholders, ensuring a welcoming and professional environment.
• Administrative Project Support: Assist with various administrative tasks as needed, including data entry, preparing presentations, drafting reports, and conducting research.
• Office Efficiency: Operate and troubleshoot office equipment efficiently and collaborate with other departments to streamline processes and enhance overall office productivity.

Qualifications

• Experience:
• Previous experience as an Executive Assistant or in a similar high-level administrative support role is required.
• Minimum of 3 years of extensive calendar management experience, specifically managing multiple executive calendars simultaneously.
• Experience working directly with a CEO, Chairman, or other C-suite executives is highly preferred.
• Any paralegal experience is a significant plus.
• Experience in a healthcare or physician practice environment is preferred.
• Education:
• Bachelor’s degree is required.
• A Bachelor’s degree in Healthcare Administration is strongly preferred.
• Skills:
• Exceptional organizational skills with the proven ability to multitask effectively and manage competing priorities in a fast-paced environment.
• Demonstrated proficiency in extensive calendar management and advanced office management practices.
• Superior verbal and written communication skills with an impeccable phone demeanor.
• Bilingual capabilities are highly desirable for enhancing communication with diverse clients and stakeholders.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is required.
• Familiarity with various phone systems and other office software applications is beneficial.
• Excellent time management skills and a strong ability to prioritize tasks with minimal supervision.
• High level of discretion and integrity in handling confidential information.
• Work Location:
• Ability to Commute: Hudson County, NJ (Required)
• Ability to Relocate: Hudson County, NJ: Relocate before starting work (Required)
• Work Location: In person

Job Details
Job Type: Full-time
Pay: $20.53 - $28.00 per hour
Schedule: 8-hour shift

Benefits

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Job Type: Full-time
Pay: $25.00 - $33.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In perso

• Executive Support: Provide comprehensive administrative and operational support directly to the Chairman and other executives, anticipating their needs and proactively addressing them.
• Extensive Calendar Management: Expertly manage and coordinate multiple complex calendars, including scheduling appointments, meetings, and conferences across various time zones, prioritizing and resolving scheduling conflicts efficiently.
• Communication Hub: Serve as the primary point of contact for executive communications, including answering and screening phone calls with extremely professional and polished phone skills, drafting and responding to emails promptly, and managing correspondence with sensitivity and discretion.
• Document and Information Management: Maintain highly organized and confidential filing systems for critical documents, records, and reports, ensuring easy retrieval and adherence to privacy protocols.
• Meeting Coordination: Prepare agendas, gather necessary materials, take minutes, and follow up on action items for executive meetings.
• Travel Arrangements: Coordinate complex domestic and international travel arrangements for executives, including flights, accommodations, ground transportation, and detailed itineraries.
• Client and Stakeholder Relations: Provide exceptional service to high-level clients, visitors, and external stakeholders, ensuring a welcoming and professional environment.
• Administrative Project Support: Assist with various administrative tasks as needed, including data entry, preparing presentations, drafting reports, and conducting research.
• Office Efficiency: Operate and troubleshoot office equipment efficiently and collaborate with other departments to streamline processes and enhance overall office productivity