Executive Administrative Assistant

Equiliem; New York (NY); On-site; USD 39,000 - 44,000; Full time

Benefits offered by this job

Medical Insurance

Vision & Dental Insurance

Life Insurance

Matching 401(k)

Commuter Benefits

Employee Discounts & Rewards

Payroll Payment Options

Job summary

Equiliem in New York, NY is seeking an Executive Administrative Assistant to provide high-level administrative and organizational support within a healthcare and clinical environment. You will assist department leadership with scheduling, correspondence, meetings, and documentation, while handling sensitive information with discretion.

The role requires excellent written and verbal communication, strong organizational skills, and proficiency with Microsoft Office.

Qualifications

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Experience managing calendars, coordinating schedules, and preparing professional correspondence.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to handle sensitive and confidential information professionally.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to work effectively with leadership, clinical professionals, administrative staff, and other stakeholders.

Responsibilities

• Manage calendars, appointments, meetings, and scheduling for department leadership and staff.
• Coordinate meetings, prepare materials, and take and distribute meeting minutes.
• Draft, review, route, and maintain correspondence, reports, and other departmental documents.
• Monitor incoming communications and direct requests to the appropriate staff members.
• Maintain organized electronic and paper files, records, and confidential information.
• Assist with maintaining appropriate departmental and administrative coverage.
• Provide administrative support for quality management and organizational initiatives.
• Assist with meeting preparation and documentation related to regulatory and accreditation activities.
• Coordinate communication among administrative, clinical, and other internal departments.
• Support administrative processes related to patient admissions and discharges as needed.
• Prepare reports, spreadsheets, presentations, and other documents using Microsoft Office.
• Perform general administrative duties and special projects as assigned.

Skills

Organization

Time management

Communication

Calendar management

Professional correspondence

Attention to detail

Interpersonal skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Executive Administrative Assistant

New York, NY 10035

Pay: $28.00 - $32.00

26-08352

The Executive Administrative Assistant provides high-level administrative and organizational support within a healthcare and clinical environment. This role supports departmental leadership and staff with scheduling, correspondence, meetings, documentation, and day-to-day administrative operations. The successful candidate is highly organized, professional, detail-oriented, and able to manage multiple priorities while handling sensitive and confidential information.

Job Responsibilities

• Manage calendars, appointments, meetings, and scheduling for department leadership and staff.
• Coordinate meetings, prepare materials, and take and distribute meeting minutes.
• Draft, review, route, and maintain correspondence, reports, and other departmental documents.
• Monitor incoming communications and direct requests to the appropriate staff members.
• Maintain organized electronic and paper files, records, and confidential information.
• Assist with maintaining appropriate departmental and administrative coverage.
• Provide administrative support for quality management and organizational initiatives.
• Assist with meeting preparation and documentation related to regulatory and accreditation activities.
• Coordinate communication among administrative, clinical, and other internal departments.
• Support administrative processes related to patient admissions and discharges as needed.
• Prepare reports, spreadsheets, presentations, and other documents using Microsoft Office.
• Perform general administrative duties and special projects as assigned.

Job Requirements

• Previous experience as an administrative assistant, executive assistant, executive secretary, or in a similar administrative support role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Experience managing calendars, coordinating schedules, and preparing professional correspondence.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to handle sensitive and confidential information professionally.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to work effectively with leadership, clinical professionals, administrative staff, and other stakeholders.

Education

• High school diploma or equivalent.

Preferred Experience

• Executive-level administrative support experience.
• Experience working in a healthcare, hospital, behavioral health, government, or other regulated environment.
• Experience working within a psychiatric or clinical healthcare setting.
• Experience taking formal meeting minutes.
• Familiarity with quality management, accreditation, or Joint Commission-related activities.
• Experience coordinating administrative activities across clinical, operational, and leadership teams.

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

Future Communication Consent

By applying, you are providing consent for Equiliem to engage with you via phone calls, AI-generated calls, AI-generated text messages, standard text messages, and/or emails to share job opportunities. Consistent with our Privacy Policy, information obtained will not be shared with third parties for marketing or promotional purposes. Message frequency may vary for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You may reply STOP to cancel or HELP for assistance.

EEO Employer

Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [emailprotected] or [phone].