Executive Assistant

Access Labs; Town of Florida (NY); On-site; USD 100,000 - 140,000; Full time

Job summary

Access Medical Labs seeks an Executive Assistant to provide high-level administrative support to multiple ELT members. The role is a trusted partner to executive leadership, managing complex calendars, travel, and confidential communications with discretion in a fast-paced setting.

The ideal candidate is highly organized, proactive, and capable of handling multiple priorities while maintaining professionalism and attention to detail across leadership, board, and department interactions.

Qualifications

• Bachelor’s degree preferred or equivalent combination of education and experience.
• Minimum of 5 years of experience supporting senior executives or C-suite leaders.
• Experience supporting multiple executives simultaneously preferred.
• Exceptional organizational, planning, and time-management skills with the ability to prioritize competing demands.
• Strong written and verbal communication skills with professional business acumen.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong attention to detail and commitment to accuracy.
• Ability to exercise discretion and maintain confidentiality with sensitive information.
• Demonstrated ability to work independently, take initiative, and solve problems proactively.
• Strong interpersonal skills with the ability to build relationships across all levels.

Responsibilities

• Provide comprehensive administrative support to multiple ELT members, ensuring priorities and strategic initiatives remain on track.
• Manage complex calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare meeting agendas, presentations, reports, correspondence, and other business documents as necessary.
• Attend meetings as requested, record notes, track action items, and follow up to ensure completion.
• Serve as a liaison between executives, internal departments, clients, vendors, and external business partners.
• Screen, prioritize, and route incoming communications while exercising sound judgment and confidentiality.
• Assist with planning and coordination of leadership meetings, board meetings, department meetings, and company events.
• Organize and maintain confidential files, records, contracts, and executive documentation.
• Support special projects, research assignments, data collection, and analysis as directed by executive leadership.
• Track deadlines, deliverables, and key initiatives to ensure timely execution across departments.
• Process expense reports, invoices, purchase requests, and other administrative documentation as needed.
• Anticipate executive needs and proactively identify solutions to improve efficiency and productivity.
• Maintain strict confidentiality regarding financial, operational, strategic, personnel, and company information.
• Perform additional duties and special projects as assigned.

Skills

Calendar management

Executive support

Communication

Project coordination

Discretion & confidentiality

MS Office proficiency

Education

Bachelor’s degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Access Medical Labs is one of the largest specialty diagnostic labs in the country, using 50% less blood and delivering next-day results. We offer a comprehensive test menu—from routine panels to advanced biomarkers—across blood, saliva, and urine, performing over 1,000 tests under one roof. Our ultra-automated facilities, spanning over 55,000 sq. ft., are powered by the most cutting-edge diagnostic technology and innovative lab logistics available.

Since 2003, we’ve been committed to delivering a truly exceptional client experience backed by precise and reliable testing. Every innovation we pursue is driven by one purpose: making personalized medicine more practical and accessible.

Company culture is the foundation of Access Medical Laboratories. We continue to attract mission-driven and goal-oriented professionals to our organization, where each individual and team is recognized for their accomplishments. We place a significant amount of value on teamwork and mentorship, enabling each individual to consistently grow and develop. At Access, each team member has a sense of belonging, family, and community. We enjoy coming to work every day in an environment where people feel empowered, understanding that each team member plays a significant role in providing peace of mind to patients nationally.

Job Summary

The Executive Assistant provides high-level administrative support to multiple ELT members. This role serves as a trusted partner to executive leadership by managing complex calendars, coordinating meetings and travel, facilitating communication, preparing reports and presentations, and handling confidential information with discretion. The ideal candidate is highly organized, proactive, resourceful, and capable of managing multiple priorities in a fast-paced environment while maintaining professionalism and attention to detail. Performance assessment from each ELT team member will have equal importance.

Job Responsibilities

• Provide comprehensive administrative support to multiple ELT members, ensuring priorities and strategic initiatives remain on track.
• Manage complex calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare meeting agendas, presentations, reports, correspondence, and other business documents as necessary.
• Attend meetings as requested, record notes, track action items, and follow up to ensure completion.
• Serve as a liaison between executives, internal departments, clients, vendors, and external business partners.
• Screen, prioritize, and route incoming communications while exercising sound judgment and confidentiality.
• Assist with planning and coordination of leadership meetings, board meetings, department meetings, and company events.
• Organize and maintain confidential files, records, contracts, and executive documentation.
• Support special projects, research assignments, data collection, and analysis as directed by executive leadership.
• Track deadlines, deliverables, and key initiatives to ensure timely execution across departments.
• Process expense reports, invoices, purchase requests, and other administrative documentation as needed.
• Anticipate executive needs and proactively identify solutions to improve efficiency and productivity.
• Maintain strict confidentiality regarding financial, operational, strategic, personnel, and company information.
• Perform additional duties and special projects as assigned.

Qualifications & Skills

• Bachelor’s degree preferred or equivalent combination of education and experience.
• Minimum of 5 years of experience supporting senior executives, C-suite leaders, or executive management teams.
• Experience supporting multiple executives simultaneously preferred.
• Exceptional organizational, planning, and time-management skills with the ability to prioritize competing demands.
• Strong written and verbal communication skills with professional business acumen.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong attention to detail and commitment to accuracy.
• Ability to exercise discretion and maintain confidentiality with sensitive information.
• Demonstrated ability to work independently, take initiative, and solve problems proactively.
• Strong interpersonal skills with the ability to build relationships across all levels of the organization.
• Flexible, adaptable, and capable of thriving in a fast-paced, high-growth environment.
• Positive attitude, strong work ethic, and commitment to delivering exceptional support to executive leadership.