Executive Administrative Assistant

Manhattan Pain Medicine, PLLC; New York (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

A leading pain management practice in New York, NY, is seeking an experienced Executive Assistant to support the Medical Director and leadership team. This role involves managing executive calendars, coordinating travel and meetings, and ensuring smooth communication and project management. The ideal candidate is proactive, highly organized, and has a genuine interest in healthcare. A full-time position with a salary range of $60,000 to $90,000 is offered, along with benefits.

Qualifications

• 3 to 5 years of experience as an Executive Assistant or similar role supporting senior leadership.
• Experience in a fast-paced environment such as healthcare or consulting.
• Strong ownership and follow-through on tasks.

Responsibilities

• Manage the executive calendar and schedule appointments.
• Handle communication with internal and external stakeholders.
• Provide administrative support by drafting and organizing documents.
• Track and manage executive projects and deadlines.
• Ensure confidentiality and discretion with sensitive information.

Skills

Organizational skills

Written and verbal communication

Discretion

Problem-solving

Time management

Tools

Google Suite

Job description

Manhattan Pain Medicine is a pioneering multidisciplinary pain practice focused on careful evaluation, coordinated care, and durable relief for people living with complex pain. We are in a growth phase and are seeking a high-caliber Administrative / Executive Assistant to support our Medical Director and practice leadership.

This is a true right-hand role for someone who is organized, discrete, and comfortable operating close to executive decision-making. Healthcare experience is not required, but interest in healthcare and patient-centered work is important.

Role overview

This is an experienced, hands-on support role for our Medical Director and leadership team. You will own the executive calendar, coordinate meetings, travel, and events, and serve as a central hub for communication with staff, referrers, and external partners. Your work will keep priorities organized, projects on track, and information flowing clearly so leadership can stay focused on patient care and strategic decisions.

The ideal candidate is a calm, highly organized, and proactive problem-solver who anticipates needs, identifies issues early, and offers practical solutions. You protect executive time, think several steps ahead, and are comfortable operating with discretion, high expectations, and a fast-moving environment.

Key responsibilities

Calendar and schedule management

• Organize appointments, internal meetings, and external conferences, optimizing executive schedules.
• Screen and prioritize meeting requests based on urgency, importance, and strategic value.
• Coordinate travel, including flights, hotels, ground transportation, and detailed itineraries.

Communication management

• Manage and triage incoming emails, calls, and messages; draft and respond on behalf of the executive when appropriate.
• Prepare agendas, talking points, meeting materials, and presentations for internal and external meetings.
• Serve as a primary point of contact between the executive and internal staff, referring providers, partners, and vendors.

Administrative support and documentation

• Draft, review, and edit documents, reports, and slide decks.
• Maintain organized physical and digital filing systems that allow quick access to key information.
• Support HR and operations tasks such as onboarding checklists, scheduling, and tracking sheets.

Event and meeting coordination

• Coordinate executive participation in company events, conferences, webinars, and team activities in partnership with the Communications and Marketing lead.
• Schedule and organize client and referrer meetings, including dinners and off-site events, managing logistics from invitations through follow-up.

Project management and research

• Track executive projects, ensuring deadlines are visible, expectations are clear, and deliverables are completed on time.
• Conduct research on topics relevant to meetings, strategy, operations, or business development and prepare concise summaries.
• Capture action items and next steps after meetings and help ensure follow-through.

Confidentiality, discretion, and problem-solving

• Handle sensitive information, personnel matters, and high-level communications with strict confidentiality.
• Solve day-to-day problems independently, using good judgment to protect the executive’s time and priorities.
• Identify issues early and propose practical solutions.

Strategic support and relationship management

• Prepare reports, short briefs, and simple analyses to support executive decision-making.
• Help maintain and strengthen relationships with key referrers, partners, vendors, and other stakeholders.
• Act as a bridge between the executive and different departments or teams to support clear communication and alignment.

Personal assistance

• Support select personal tasks as needed, such as personal appointments, occasional errands, and personal communications that intersect with professional commitments.

Qualifications

• Minimum 3 to 5 years of experience as an Executive Assistant, Administrative Assistant, Chief of Staff support, or similar role working directly with senior leadership.
• Experience in a fast-paced, professional environment such as healthcare, law, finance, consulting, or a high-growth business.
• Exceptional organizational skills with a strong sense of ownership and follow-through.
• Excellent written and verbal communication skills, including the ability to draft clear, polished correspondence.
• High comfort level with technology and systems, including Google Suite, shared drives, and basic task or project tools.
• Proven ability to manage competing priorities, handle interruptions, and maintain composure under pressure.
• High degree of professionalism, discretion, and emotional intelligence.
• Genuine interest in healthcare, patient care, or mission-driven work. Prior medical practice experience is a plus but not required.

Compensation and benefits

• Salary range: 60,000 to 90,000 per year, depending on experience.
• Full-time role with benefits.
• Standard weekday schedule, with occasional flexibility to support early or late meetings when needed.