Executive Assistant

Episcopal Health Services, Inc.; New York (NY); On-site; USD 75,000 - 85,000; Full time

Job summary

St. John’s Episcopal Hospital in Queens, NY is seeking an Executive Assistant to support executives in a fast-paced community hospital environment.

The role demands superb organizational skills, calendar management, meeting coordination, and professional communication with internal and external stakeholders. The ideal candidate will manage complex calendars, coordinate meetings and travel, draft and review communications, and handle sensitive information with discretion while supporting the

Qualifications

• Minimum High School Diploma or GED; 8+ years as an Executive Assistant or similar role preferred.
• Associates or Bachelor’s degree preferred for this position.
• Experience supporting C-suite executives in healthcare or fast-paced environments is highly desirable.
• Excellent written and verbal communication skills with attention to detail.

Responsibilities

• Oversee executives’ calendars by scheduling and prioritizing meetings and events.
• Coordinate logistics for meetings, including room reservations, agendas, and materials; brief executives beforehand.
• Draft and review correspondence; take and transcribe minutes; prepare reports or presentations.
• Organize travel arrangements for executives and align schedules with meetings.
• Foster professional relationships with hospital staff, board members, physicians, patients, and external stakeholders.
• Handle confidential information with discretion and professionalism; maintain strict confidentiality.
• Perform other administrative tasks and support the executive team as needed.

Skills

Calendar management

Meeting coordination

Verbal & written communication

Travel arrangements

Relationship management

Confidentiality

General admin support

Education

High School Diploma/GED

Associates/Bachelor’s preferred

Tools

Microsoft Office

Google Suite

Job description

Who We Are

St. John’s Episcopal Hospital is the only hospital providing emergency and ambulatory care to the densely populated, culturally and economically diverse, and medically overlooked populations of the Rockaways and Five Towns in southern Queens County and southwestern Nassau County, New York. Celebrating over 110 years of community care, the 257-bed facility provides people of all faiths with comprehensive preventive, diagnostic treatment and rehabilitative services, regardless of ability to pay.

Who We Are

St. John’s Episcopal Hospital is the only hospital providing emergency and ambulatory care to the densely populated, culturally and economically diverse, and medically overlooked populations of the Rockaways and Five Towns in southern Queens County and southwestern Nassau County, New York. Celebrating over 110 years of community care, the 257-bed facility provides people of all faiths with comprehensive preventive, diagnostic treatment and rehabilitative services, regardless of ability to pay.

Come Grow With Us!

Type: Full-Time (75 hours biweekly)

Shift: Days

Hours: 8:30 AM - 5:00 PM

Salary: $75,000 - $85,000

Position Summary

We are seeking a highly skilled and detail-oriented Executive Assistant to support executives at our busy, fast-paced community hospital in Queens, NY. This pivotal role requires someone who thrives in a dynamic environment, possesses exceptional organizational skills, and demonstrates the ability to manage complex calendars, coordinate meetings, and communicate effectively with hospital leadership, staff, and external stakeholders. The ideal candidate will have a polished presence, superb verbal and written communication skills, and the ability to handle sensitive and confidential information with discretion.

Key Responsibilities

• Calendar Management:
  
  
  
  • Oversee executives’ calendars by scheduling and prioritizing meetings, appointments, and events. Ensure that all details are accurate and timelines are adhered to
  
  
  
  


• Meeting Coordination:
  
  
  
  • Coordinate logistics for meetings, including room reservations, agendas, participant invitations, and preparation of materials.
  
  
  • Ensure executives are fully briefed ahead of time for each engagement.
  
  
  
  


• Verbal and Written Communication:
  
  
  
  • Act as the primary point of contact for internal and external communications on behalf of the executive-suite. This includes drafting and reviewing correspondence, taking and transcribing minutes, and preparing reports or presentations.
  
  
  • Must demonstrate excellent writing and editing skills to craft clear, professional communication.
  
  
  
  


• Travel and Event Planning:
  
  
  
  • Organize travel arrangements for executives, including flights, hotels, and transportation, and ensure travel schedules align with meeting commitments.
  
  
  • Assist with planning and coordinating hospital events, conferences, and special functions.
  
  
  
  


• Relationship Management:
  
  
  
  • Foster and maintain professional relationships with hospital staff, board members, physicians, patients, and external stakeholders.
  
  
  • Represent the executives with professionalism, tact, and diplomacy.
  
  
  
  


• Confidentiality and Discretion:
  
  
  
  • Handle sensitive information with the highest degree of confidentiality and professionalism, ensuring that all private and hospital-related matters are protected.
  
  
  
  


• General Administrative Support:
  
  
  
  • Perform other administrative tasks as needed, including preparing reports, tracking action items, processing expense reports, and supporting other members of the executive team.
  
  
  
  

Qualifications

• High School Diploma/GED is the minimum education requirement for this role, which must be coupled with at least 8 years of experience as an Executive Assistant


• Associates and/or Bachelor’s Degree is the preference for this position.


• Minimum of 5 years of proven experience as an executive assistant, administrative assistant, or similar role supporting C-suite executives, ideally in a healthcare or fast-paced environment.


• Notary public preferred.


• Exceptional written and verbal communication skills, with a keen attention to detail and the ability to convey information clearly and professionally.


• Strong organizational and time-management abilities, with a demonstrated ability to manage multiple competing priorities.


• Polished presence, with the ability to interact professionally with all levels of the organization and external stakeholders.


• Expertise in calendar management, meeting coordination, and travel arrangements.


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite.


• Ability to maintain confidentiality and exercise discretion in all aspects of the role.