Executive Assistant

1 month ago

Tarrytown, United States ENT and Allergy Associates Full time

ENT and Allergy Associates/Quality Medical Management New York & New Jersey's premier ENT and Allergy medical practice, is seeking a self-motivated, people-friendly full time C-Level Executive Assistant

The C-Level Executive Assistant will be responsible for providing high-level administrative support to multiple C-suite executives within the organization. The successful candidate will possess exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The role requires a high degree of professionalism, discretion, and the ability to handle sensitive information with confidentiality. This is an on-site, in-person role.

Key Responsibilities:

  • Direct report to the CEO with responsibility to support executives comprising the c-suite team.
  • Manage calendars for multiple C-suite executives, including scheduling meetings, coordinating travel arrangements, and organizing appointments.
  • Serve as the primary point of contact for internal and external stakeholders, demonstrating professionalism and exceptional communication skills.
  • Prepare and edit correspondence, presentations, reports, and other documents on behalf of the C-suite executives.
  • Conduct research and compile data as needed to support decision-making processes and strategic initiatives.
  • Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and follow-up actions.
  • Plan and coordinate executive meetings and monthly board meetings, including agenda creation, meeting logistics, and preparation of meeting materials.
  • Anticipate the needs of the C-suite executives and proactively address any administrative challenges or issues.
  • Collaborate with other members of the administrative team to ensure seamless coordination and support across the organization.
  • Handle confidential information with discretion and professionalism, maintaining the highest standards of confidentiality and integrity.
  • At the direction of the CEO, coordinate Board activities, materials, and communications.
  • Take meeting minutes and author correspondence and / or replies to correspondence.
  • Research issues and utilize an analytical approach to problem solving.
  • Perform additional duties and special projects as assigned by the C-suite executives.
Qualifications:
  • Bachelor's degree strongly preferred, or equivalent combination of education and experience.
  • Proven experience providing executive-level support to C-suite executives in a fast-paced environment.
  • Exceptional organizational skills and the ability to prioritize and manage multiple tasks simultaneously.
  • Strong attention to detail and the ability to produce high-quality work with accuracy and efficiency.
  • Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels of the organization.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
  • Flexibility and adaptability to changing priorities and deadlines.
  • Strong problem-solving skills and the ability to anticipate needs and proactively address issues.
  • Professional demeanor and the ability to represent the executives and the organization with integrity and professionalism. Timeliness, thoroughness, accuracy and the quality of written and spoken communications are required.
  • A dedication to our value system that promotes kindness, inclusion and teamwork.

We offer a superior benefits package, including excellent medical and dental coverage.

About ENT and Allergy Associates, LLP (ENTA)

ENT and Allergy Associates, LLP is the largest and most comprehensive ear, nose, throat, allergy and audiology practice in the nation with 55 offices and over 220 physicians. Each ENT and Allergy Associates clinical location provides access to a full complement of services, including General Adult and Pediatric ENT, Voice and Swallowing, Facial Plastics and Reconstructive Surgery, Disorders of the Inner Ear and Dizziness, Asthma, Clinical Immunology, Diagnostic Audiology, Hearing Aid dispensing, Sleep and CT Services. ENTA has a clinical alliance with The Mount Sinai Hospital for the treatment of diseases of the head and neck and esophageal cancer and a partnership with the American Cancer Society to educate and treat patients with smoking disorders and cancer. The Practice has also expanded its clinical capabilities to include advanced Immunodeficiency trials.

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