Senior Operations & Executive Support Lead

Generation Next Fertility; New York (NY); On-site; USD 108,000 - 132,000; Full time

Job summary

Generation Next Fertility is seeking a Senior Executive Administrator to support the daily administrative and operational functions of our growing practice in New York. This role serves as a key resource for physicians, leadership, and administrative teams by ensuring the office remains organized, efficient, and responsive.

The Senior Executive Administrator coordinates executive support, office administration, scheduling, onboarding, project coordination, and administrative workflows in a

Qualifications

• Bachelor's degree required.
• Prior administrative, executive assistant, office management, healthcare coordination, or related experience strongly preferred.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• High level of professionalism, discretion, and confidentiality.

Responsibilities

• Manage calendars, meetings, and scheduling for leadership.
• Prepare agendas, meeting materials, and record meeting minutes as needed.
• Draft, proofread, and distribute internal communications, reports, presentations, and organizational documents.
• Coordinate travel arrangements, expense reports, and invoice processing.
• Maintain confidential files, records, and administrative documentation.
• Oversee office supplies, inventory, purchasing, and administrative resources.
• Coordinate facility maintenance requests and communicate with building management and vendors.
• Triage urgent operational issues, including facility emergencies, HVAC concerns, equipment malfunctions, and vendor-related matters.
• Maintain organized electronic and physical filing systems.
• Coordinate office equipment, service contracts, and administrative resources to ensure smooth day-to-day operations.
• Prepare and maintain employee schedules and shift assignments in collaboration with department leaders.
• Coordinate schedule changes, PTO requests, and staffing coverage to support daily operations.
• Assist with workforce planning and administrative staffing needs.
• Maintain scheduling records and workforce tracking systems.
• Coordinate recruitment activities, including posting positions, scheduling interviews, and communicating with candidates.
• Assist leadership throughout the hiring process.
• Coordinate onboarding for new employees, including orientation schedules, documentation, system access, badges, and training logistics.
• Maintain onboarding checklists to ensure a consistent and welcoming new hire experience.
• Support employee engagement initiatives and administrative aspects of performance review processes.
• Develop, update, and maintain Standard Operating Procedures (SOPs), administrative policies, and workflow documentation.
• Ensure SOPs remain current and are communicated effectively across departments.
• Coordinate administrative projects and track timelines, deliverables, and follow-up items.
• Assist with implementation of new administrative processes and organizational initiatives.
• Identify opportunities to improve efficiency, standardize workflows, and strengthen administrative operations.
• Serve as a central administrative resource for physicians, leadership, and clinical teams.
• Coordinate communication between departments to ensure timely completion of administrative tasks.
• Assist with special projects and organizational initiatives as assigned.
• Provide day-to-day administrative support that enables clinical teams to focus on delivering exceptional patient care.

Skills

Organizational skills

Time management

Communication skills

Problem-solving

Software adaptability

Independent & collaborative work

Education

Bachelor's degree

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Microsoft Teams

Job description

Generation Next Fertility is seeking a Senior Executive Administrator to support the daily administrative and operational functions of our growing practice in New York. This role serves as a key resource for physicians, leadership, and administrative teams by ensuring the office remains organized, efficient, and responsive.

The Senior Executive Administrator coordinates executive support, office administration, scheduling, onboarding, project coordination, and administrative workflows in a