EXECUTIVE ASSISTANT

Callen--lorde; New York (NY); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Low-cost medical plan

Dental and vision insurance

403B retirement savings plan

Commuter benefits

Paid time off

Job summary

Callen-Lorde Community Health Center is seeking a highly organized Executive Assistant to support the C-Suite and senior leadership. You will manage calendars, coordinate meetings, prepare reports, track projects, and assist with organizational events in a fast-paced healthcare setting.

The role requires at least 3 years supporting senior managers, exceptional attention to detail, and discretion with confidential information. A BA/BS degree and strong MS Office skills are essential.

Qualifications

• This role requires strong organizational skills and discretion handling confidential information.
• Three+ years supporting senior management, preferably in a medical/healthcare setting.
• Excellent written and verbal communication; ability to manage multiple priorities.

Responsibilities

• Provide direct administrative support to multiple senior Directors.
• Maintain calendars, schedule appointments, and coordinate meeting logistics.
• Take meeting minutes and track action items for follow-up.
• Coordinate staff meetings and organizational events, including venue booking and agendas.
• Prepare reports, track projects, and maintain corporate records.
• Process expense reports and timekeeping for senior management.
• Represent Callen-Lorde at professional events and meetings as needed.

Skills

Highly organized

Attention to detail

Discretion with confidential info

Calendar management

Communication skills

Education

BA/BS degree

Tools

MS Office Suite

Excel

Word

PowerPoint

Job description

About Us:Callen-Lorde is the global leader in LGBTQ+ healthcare. Since the days of Stonewall, we have been transforming lives in LGBTQ+ communities through excellent comprehensive care, provided free of judgment and regardless of ability to pay. In addition, we are continuously pioneering research, advocacy and education to drive positive change around the world, because we believe healthcare is a human right.Our Mission:Callen-Lorde Community Health Center provides sensitive, quality health care and related services targeted to New York’s lesbian, gay, bisexual, and transgender communities — in all their diversity — regardless of ability to pay. To further this mission, Callen-Lorde promotes health education and wellness, and advocates for LGBTQ+ health issues.About the Role:Callen-Lorde is seeking a highly organized Executive Assistant to support the C-Suite and senior leadership team. This role requires exceptional attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will manage calendars, coordinate meetings, prepare reports and materials, track projects, and support executive-level initiatives and organizational events.Key Responsibilities:As an Executive Assistant, your responsibilities will include:Provide direct administrative support to multiple senior-level Directors.Maintain and organize calendars, schedule appointments, and manage meeting logistics.Screen and triage phone calls and emails, relaying messages as necessary.Take meeting minutes and track action items to ensure follow-up.Assist in coordinating all-staff meetings and organizational events, including venue booking, agenda preparation, and logistics.Gather data, track project progress, and maintain corporate records.Complete and process expense reports, check requests, and timekeeping for senior management.Represent Callen-Lorde at professional events and meetings as needed.Maintain confidentiality while handling sensitive personnel and financial information.Perform other administrative tasks to support department operations.Work Schedule:This full-time position 9am - 5pm with occasional evening hours.Benefits:Salary will be based on experience and will be accompanied by a comprehensive benefits package including an exceptional low cost medical plan option for you, your spouse/domestic partner and/or your family, dental insurance, vision insurance, no cost life insurance, short- and long-term disability insurance, Flexible Spending Account, Tuition Assistance, commuter benefits, a generous paid time off plan, and a 403B retirement savings plan.College degree (BA/BS) required. Health/social services field of study preferred.Minimum of 3 years experience supporting a senior manager in an administrative role, preferably in a medical setting.Excellent PC skills (MS Office Suite, Excel, Word and PowerPoint),Excellent written and oral communication skills requiredExcellent attention to detail.Ability to handle multiple, simultaneous tasks.Desired Characteristics, Skills, and AbilitiesCommitment to the mission of Callen-Lorde Community Health Center.Ability to work independently and take initiative on new projects.Strong communication and interpersonal skills.