Executive Assistant

Advanced Hiring System; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Advanced Hiring System is seeking an Executive Assistant to support the Regional Nursing Home Administrator overseeing daily operations of multiple facilities in New York. The role emphasizes confidentiality and efficient handling of diverse administrative tasks.

You will coordinate communications, prepare reports, track KPIs, and liaise with staff, vendors, and training events to drive regional efficiency.

Qualifications

• 2+ years of experience in an executive administrative role, preferably in healthcare/long-term care.
• Strong organizational skills with the ability to multitask and prioritize.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite and able to learn new software.
• Ability to work independently with discretion on sensitive information.
• Self-driven, motivated and able to initiate and think independently.
• Strong interpersonal skills and ability to build relationships with staff, residents and families.

Responsibilities

• Provide comprehensive administrative support to the Regional Administrator.
• Coordinate and prioritize communications (emails, calls, correspondence) with prompt responses.
• Prepare and edit reports, presentations, and documents for meetings.
• Track key performance indicators and prepare operational summaries for facilities.
• Serve as liaison between the Regional Administrator and nursing home staff.
• Manage communication with vendors, including meetings, pricing, and contracts.
• Organize regional meetings, trainings, and events.
• Maintain compliance documentation to meet state and federal regulations.
• Support special projects and continuous improvement across facilities.

Skills

Organizational skills

Multitasking

Written and verbal communication

MS Office Suite

Discretion

Independent work

Interpersonal skills

Tools

Microsoft Office Suite

Job description

We are seeking a highly organized and proactive Executive Assistant to support the Regional Nursing Home Administrator who oversees the daily operations of multiple skilled nursing facilities. This role is critical in ensuring the smooth management of various responsibilities, including compliance oversight, staffing coordination, budget tracking, growth, productivity and development of facilities, and more. The ideal candidate is a strategic thinker who is organized, detail-oriented, and capable of anticipating needs to help the Regional Administrator focus on strategic initiatives and high-priority objectives. The ideal candidate will be detail-oriented, able to handle multiple priorities, and capable of working independently while maintaining a high level of professionalism and confidentiality.

Key Responsibilities:

• - Provide comprehensive administrative support to the Regional Administrator.
• - Coordinate and prioritize incoming communications, including emails, calls, and correspondence, ensuring prompt and appropriate responses.
• - Prepare and edit reports, presentations, and documents for meetings and administrative use.
• - Assist with tracking key performance indicators and preparing operational summaries for the facilities.
• - Serve as a liaison between the Regional Administrator and nursing home staff, ensuring clear communication and timely follow-up on directives.
• - Manage and streamline communication with vendors, including scheduling meetings, negotiating pricing, and overseeing contracts and service agreements.
• - Organize and coordinate regional meetings, training sessions, and events.
• - Maintain and organize compliance documentation, ensuring that all facilities meet state and federal regulations.
• - Help manage special projects, initiatives, and continuous improvement efforts to enhance operational efficiency across the nursing homes.

Requirements:

• - Minimum of two years of experience in an executive administrative role, preferably in a healthcare or long-term care environment.
• - Strong organizational skills with the ability to multitask and prioritize effectively.
• - Excellent written and verbal communication skills.
• - Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable learning new software.
• - Ability to work independently with minimal supervision, handling sensitive information with discretion.
• -Must be self-driven, motivated, and able to initiate and think independently.
• - Strong interpersonal skills and the ability to build positive relationships with staff, residents, and families.