Executive Assistant and Special Project Coordinator, Legal and Compliance

Greater New York Hospital Association; New York (NY); Hybrid; USD 70,000 - 75,000; Full time

Benefits offered by this job

401(k) plan with employer match

Paid parental leave

Comprehensive health insurance

Generous paid time off

Casual dress code

Job summary

The Greater New York Hospital Association is seeking an Executive Assistant and Special Project Coordinator to provide high-level administrative support to senior executives. Key responsibilities include calendar management, meeting coordination, and compliance support.

This role requires prior experience assisting C-Suite management and proficiency in Microsoft 365 applications. The position offers a hybrid model, requiring in-office presence three days a week, and includes comprehensive benefits such as health insurance and a 401(k) plan.

Qualifications

• Professional experience as an administrative, executive, or legal assistant to C‑Suite level management.
• Proficient with Microsoft 365 applications and meeting platforms.
• Excellent communication skills, especially in correspondence.

Responsibilities

• Manage calendars, schedule meetings, and handle travel planning.
• Assist with compliance training materials and maintain compliance logs.
• Support Data Governance Committee meetings with records and agendas.

Skills

Microsoft 365 applications

Verbal and written communication

Organizational skills

Interpersonal skills

Project management

Job description

Reporting to the Executive Vice President, Legal, Regulatory, and Professional Affairs and Senior Vice President, Deputy General Counsel, and Compliance Officer (CCO), the Executive Assistant and Special Project Coordinator will provide broad high‑level administrative support to these senior executives, performing a variety of tasks supporting the in‑house legal function and the administration of the company’s compliance program.

Responsibilities

• Provide comprehensive administrative support, including managing calendars, scheduling meetings, answering and directing telephone calls, coordinating internal and external meetings, and handling travel planning and logistics.
• Assist the CCO in preparing department‑specific compliance training materials and tracking staff attendance.
• Assist in collecting and tracking annual compliance disclosure statement responses from board members and staff.
• Create and maintain relevant charts and compliance logs and regularly test the outside compliance line.
• Update the Contract Management System of active company contractual arrangements.
• Input, track, and submit monthly internal lobbying reports for GNYHA staff; review and retrieve publicly filed lobbying reports as needed.
• Support company Data Governance Committee meetings by assisting in preparing agendas, maintaining records, and tracking policy implementation.
• Assist with business insurance applications, insurance policy management (e.g., track renewals, prepare materials for claims, issue Certificates of Insurance, other administrative aspects regarding claim filings); and
• Assist in the designing of and maintenance of company tracking systems for trainings, contracts, and other departmental materials.

Required Qualifications

• Prior professional experience as an administrative, executive, or legal assistant to C‑Suite level management, paralegal experience, project management, or similar experience.
• Proficient with Microsoft 365 applications, specifically Outlook, Word, PowerPoint and Excel and meeting platforms such as Zoom and Teams.
• Excellent verbal and written communication skills, including the ability to independently draft and produce grammatically correct, accurate, and complete correspondence.
• Demonstrated interest in and ability to learn subject matter areas, to proactively identify and address issues within the scope of duties, and to handle large administrative projects (including, for example, large briefings and other events).
• Excellent interpersonal skills with an ability to interact with all levels of management, including external stakeholders.
• Exceptional organizational skills, with the ability to prioritize effectively, determine when to follow up, and recognize when to elevate issues.
• Flexibility in managing an ever‑changing workflow, often with competing priorities in a demanding, fast‑paced work environment.
• A team player with demonstrated attention to detail, problem‑solving skills, and the ability to work independently.
• Ability to handle sensitive information with discretion.

Salary Range

$70,000 - $75,000

The salary range listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement. When determining exact compensation, several factors may be considered as applicable (e.g., years of relevant experience, education, skills, budget, and internal equity).

Benefits and Perks

• Defined contribution 401(k) plan with nonelective employer contributions and employer match of employee’s elective contributions
• Paid parental leave
• Health/vision insurance, including options with employer‑subsidized health savings account
• Generous paid time off that increases over time and holidays including one annual floating holiday
• Company‑paid life insurance
• Health advocacy and employee assistance program
• Fully sponsored membership in healthcare professional society
• Employee discount programs
• Casual dress code

Work Schedule

A hybrid model with the expectation to work physically in our office Tuesdays, Wednesdays, and Thursdays as mandatory in‑office days with a fourth in‑office day at your discretion, in coordination with your supervisor and in accordance with the business needs of your department. This schedule may be subject to change in GNYHA’s sole discretion. This is a full‑time position.

Work Authorization

This position is not eligible for employment visa sponsorship now or in the future. All candidates must be legally authorized to work in the United States without employer sponsorship.

If you require reasonable accommodation to complete a job application, pre‑employment testing, job interview or to otherwise participate in the hiring process, please contact GNYHA’s Recruitment team at [e-mail].