Essential Responsibilities

Executive Office Administration

• Manage the COO’s complex calendar, scheduling meetings, appointments, and organizational commitments.
• Coordinate conference calls, virtual meetings, and in-person meetings.
• Monitor scheduling conflicts and recommend appropriate adjustments.
• Organize daily priorities and maintain awareness of upcoming deadlines and commitments.
• Maintain accurate records and filing systems for the Executive Office.

Communications

• Serve as the primary administrative point of contact for the Office of the COO.
• Screen telephone calls, emails, correspondence, and meeting requests.
• Distribute executive correspondence and communications.
• Coordinate communications between the COO, Executive Leadership Team, department leaders, and others as directed.
• Ensure timely follow-up on requests originating from the COO.

Meeting Coordination

• Schedule and coordinate executive meetings.
• Prepare agendas, briefing materials, presentations, and supporting documentation.
• Attend meetings as requested to record minutes, document decisions, and track action items.
• Coordinate meeting logistics, including facilities, technology, catering, and materials.

Travel and Logistics

• Coordinate business travel, including transportation, accommodations, itineraries, and travel documentation.
• Prepare travel packets and briefing materials.
• Process travel-related expenses and reimbursements.

Administrative Coordination

• Monitor action items assigned by the COO and follow up with departments regarding due dates.
• Coordinate executive approvals and document routing.
• Assist in preparing reports, presentations, spreadsheets, and executive summaries.
• Maintain confidential records and documentation.

Contract Administration

• Coordinate the administrative lifecycle of contracts and other business agreements on behalf of the Office of the COO.
• Maintain the contract management system and contract repository, ensuring agreements and supporting documentation are organized, current, and readily accessible.
• Monitor contract status, renewal dates, notice periods, expirations, and other key milestones, and notify the COO and appropriate stakeholders of upcoming actions.
• Coordinate the routing of contracts for operational review, legal review, approval, execution, and distribution.
• Track outstanding agreements and follow up with internal departments and external parties to facilitate timely completion.
• Prepare contract status reports and reports related to contract administration as requested.
• Maintain standard contract templates, approved forms, and related administrative documentation.
• Support continuous improvement of contract administration processes, records management, and document control.
• Perform administrative responsibilities related to contract management as assigned. This position does not provide legal advice or perform legal services.

Personal Executive Support

Other Responsibilities

• Perform other duties and responsibilities as assigned by the Chief Operating Officer.

Required Qualifications

• Associate’s or Bachelor’s degree preferred.
• Minimum of five (5) years of progressively responsible executive administrative support experience, preferably supporting a C-suite executive.
• Paralegal Certificate from an accredited educational institution required.
• Current New York State Notary Public commission required.
• Experience administering contracts, records management systems, or executive office operations preferred.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, and related business software.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail.

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Strong administrative and office management abilities.
• Excellent judgment in prioritizing work and managing competing demands.
• Ability to maintain strict confidentiality.
• Strong proofreading, document preparation, and records management skills.
• Working knowledge of contract administration, document control, records retention, and legal documentation processes.
• Professional demeanor.
• Ability to anticipate administrative needs and proactively resolve routine issues.
• Ability to work independently while recognizing when executive guidance is required.
• Ability to coordinate multiple projects simultaneously while maintaining accuracy and meeting deadlines.
• Flexibility and adaptability in a dynamic operational environment.

Core Competencies

• Integrity and professionalism
• Confidentiality and discretion
• Organization and planning
• Initiative
• Accountability
• Communication
• Customer service
• Attention to detail
• Reliability
• Adaptability

Working Relationships

• Chief Executive Officer
• Chief Operating Officer
• Executive Leadership Team
• Department Vice Presidents and Directors
• Administrative support staff
• Internal and external legal counsel
• Donor hospitals and healthcare partners
• Board members
• Vendors, consultants, and contractors
• Government and regulatory representatives, as appropriate

Performance Expectations

• Effective management of the COO’s calendar and priorities.
• Accurate and timely coordination of meetings, travel, and executive activities.
• Effective administration of contract workflows and maintenance of contract records.
• Professional, responsive, and courteous communication.
• Reliable follow-through on assignments and commitments.
• Accurate preparation of correspondence, reports, presentations, and executive documentation.
• Protection of confidential and sensitive information.
• Consistent administrative support that enables the COO to focus on organizational leadership and operational oversight.

Work Location

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance