Executive Assistant at Medix

Executive Assistant

Reporting to: The COO and Executive Leadership

Queens, NY | Full-Time | On-Site

Position Overview

A busy, fast-paced hospital system is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Chief Operating Officer and another senior executive. This role requires exceptional organizational skills, strong communication abilities, and the capacity to manage multiple priorities in a dynamic healthcare environment. The ideal candidate will have a polished professional presence and the ability to manage complex schedules, coordinate meetings, and communicate effectively with leadership, staff, and external stakeholders.

Key Responsibilities

• Executive Calendar Management
• Manage and prioritize executive calendars by scheduling meetings, appointments, and events. Ensure all engagements are coordinated efficiently and executives are prepared ahead of time.
• Meeting Coordination
• Coordinate meeting logistics including scheduling, agendas, participant invitations, room reservations, and preparation of materials. Record meeting notes and track follow-up action items.
• Communication and Correspondence
• Draft, edit, and proofread professional correspondence, reports, and presentations. Serve as a key communication liaison between executive leadership and internal and external stakeholders.
• Stakeholder and Relationship Management
• Maintain professional relationships with leadership, physicians, staff, board members, and external partners. Represent the executive team with professionalism, tact, and diplomacy.
• Travel and Event Coordination
• Arrange executive travel logistics including flights, accommodations, and transportation. Assist with coordinating organizational events, conferences, and executive meetings.
• Confidentiality and Administrative Support
• Handle highly confidential information with discretion and professionalism. Maintain organized documentation, records, and executive files. Support special projects and other administrative tasks as needed.

Qualifications

• High School Diploma or GED required
• Associate’s or Bachelor’s degree preferred
• Minimum of 3 years of experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior or C-suite leadership, ideally within healthcare or a fast-paced environment
• Exceptional written and verbal communication skills
• Strong organizational and time management abilities with the ability to manage multiple priorities
• Professional presence and ability to interact with stakeholders at all levels
• Expertise in calendar management, meeting coordination, and travel arrangements
• Proficiency in Microsoft Office Suite and Google Suite
• Ability to maintain confidentiality and exercise discretion in all aspects of the role
• Notary Public certification preferred

Schedule

Monday through Friday

8:00 AM – 4:30 PM (flexible as needed)