Executive Assistant, Chief Operations Officer

$100,000 - $100,000/Yr

Public Health Solutions - New York, NY

Full-time - Entry Level

New York, NY

Ambulatory Health Care Services

About the position

The Executive Assistant provides high-level administrative and operational support to the Chief Operations Officer (COO) of Public Health Solutions (PHS). This role is crucial in organizing high-level meetings and convenings, supporting complex administrative projects, and ensuring seamless and timely communication with high-level executives, officials, and stakeholders. The Executive Assistant will manage the COO's calendar, schedule meetings, appointments, and travel arrangements, and screen incoming calls and correspondence, responding independently when appropriate and directing inquiries as needed. Additionally, the Executive Assistant will draft and edit correspondence, reports, and presentations on behalf of the COO, cultivating and maintaining strong relationships with internal and external stakeholders, including high-level executives, government officials, and community partners. This position also involves supporting the leadership communications strategy in collaboration with the Development & Marketing team. In terms of administrative support, the Executive Assistant will support the purchasing, HR, IT, and Finance functions of the COO and network, employing effective standard operating procedures. Responsibilities include managing expense reports, processing invoices, and handling other administrative tasks for the COO while maintaining confidentiality of sensitive information. The Executive Assistant will assist the COO in coordinating complex administrative projects and initiatives related to WholeYouNYC, ensuring timely execution and alignment with strategic goals. This includes tracking progress on key initiatives, identifying potential roadblocks, and proactively proposing solutions. The role also requires preparing presentations, reports, and other documents for internal and external stakeholders, along with performing other duties as assigned.

Responsibilities

• Manage the COO's calendar, scheduling meetings, appointments, and travel arrangements.
• Screen incoming calls and correspondence, responding independently when appropriate and directing inquiries as needed.
• Draft and edit correspondence, reports, and presentations on behalf of the COO.
• Cultivate and maintain strong relationships with internal and external stakeholders, including high-level executives, government officials, and community partners.
• Support leadership communications strategy in collaboration with Development & Marketing team.
• Support the purchasing, HR, IT, and Finance functions of the COO and network, employing effective standard operating procedures.
• Manage expense reports, process invoices, and handle other administrative tasks for the COO.
• Maintain confidentiality of sensitive information.
• Assist the COO in coordinating complex administrative projects and initiatives related to WholeYouNYC, ensuring timely execution and alignment with strategic goals.
• Track progress on key initiatives, identify potential roadblocks, and proactively propose solutions.
• Prepare presentations, reports, and other documents for internal and external stakeholders.
• Perform other duties as assigned.

Requirements

• Bachelor's degree or equivalent required.
• Minimum of 5 years of experience providing executive-level administrative support, preferably in a non-profit or healthcare setting.
• Experience working with governing boards or similar committees is highly desirable.
• Excellent organizational, time management, and project coordination skills.
• Strong written and verbal communication skills, with the ability to interact effectively with individuals at all levels of an organization.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Passion for Public Health Solutions' mission and commitment to advancing health equity in New York City.

Benefits

• Hybrid Work Schedule.
• Generous Paid Time Off and Holidays.
• An attractive and comprehensive benefits package including Medical, Dental and Vision.
• Flexible Spending Accounts and Commuter Benefits.
• Company Paid Life Insurance and Disability Coverage.
• 403(b) + employer matching and discretionary company contributions.
• College Savings Plan.
• Ongoing training and continuous opportunities for professional growth and development.