ProHEALTH Medical Management is hiring: Executive Assistant in New York

Located in Manhattan, The New York Proton Center (NYPC) is one of the most unique and respected clinical partnerships in the world of proton therapy. The collaboration between Memorial Sloan Kettering Cancer Center, Montefiore Medical Center and Mount Sinai Health System brings state of the art proton therapy treatment to the patients of New York and the surrounding areas.

Our team at NYPC is comprised of highly motivated, passionate, professional and engaged individuals working together as a dynamic team to deliver an exceptional level of patient care, providing the most advanced proton therapy technology. We offer our employees a competitive compensation and benefits package with flexibility for growth and career advancement.

If you meet the criteria and would like to be a part of our collaborative, innovative and patient focused team, please apply with a cover letter and copy of your resume, or CV, to the current opportunity listed below.

Position Summary:

The Executive Assistant will utilize extensive knowledge in a variety of areas to provide an advanced level of administrative support to the CEO and CFO of the New York Proton Center. Support may include generation of reports, filing, coordination of the administrative aspects of the department, coordination of conference calls and meetings, answering phones, travel arrangements, records retention and file management, input and tracking of purchase orders, ordering and managing of departmental supplies, expense report reconciliation, training class support, taking meeting minutes, and general event support. The Executive Assistant must exercise good judgment in decision making, handle sensitive or confidential information with the utmost discretion, be willing to take initiative, and possess excellent oral and written communication skills in a professional manner, as many tasks will be performed independently. The Executive Assistant is a trusted professional who thrives on organization, problem-solving, and helping leaders maximize their time and impact.

Duties and Responsibilities:

Administrative Support:

• Manage complex calendars, coordinate meetings, and handle scheduling conflicts efficiently.

• Prepare agendas, materials, and presentations for internal and external meetings, including board meetings.

• Handle correspondence, emails, and communications on behalf of the executive.

• Maintain and organize confidential files, records, and documents, including corporate record books and governance-related materials.

• Answer, screen and transfer inbound phone calls. Take appropriate messages as necessary.

Operational Coordination:

• Coordinate domestic and international travel arrangements, itineraries, and expense reporting.

• Support project management by tracking deadlines, deliverables, and follow-ups.

• Liaise with internal teams and external partners to ensure seamless communication and workflow.

• Assist with planning company events, meetings, and employee team building activities or special projects, including ordering of food/supplies and set-up/close-out.

• Use appropriate software to support all transactions.

• Prepare and modify documents including correspondence, reports, drafts, memos and emails.

• Maintain office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

• Manage conference room reservations and organize all aspects of meetings, including necessary catering.

Governance and Board Support:

• Assist with board meetings, committee activities, and overall governance functions. This includes preparing detailed meeting agendas, collating comprehensive board packs (including reports, financials, and supporting documents), and distributing materials to board members in a timely and secure manner.

• Coordinate logistics for board and committee meetings, such as venue arrangements, accommodations, audiovisual setup, meals, and any required entertainment or team-building elements to ensure a seamless and professional experience.

• Take confidential minutes during meetings, transcribe and summarize proceedings accurately, track action items, assignments, and follow-up activities agreed upon by the board or committees, and circulate approved minutes for review and archiving.

• Maintain corporate governance records, including bylaws, resolutions, policies, compliance documentation, board member databases, contact information, and onboarding materials for new directors.

• Support ethical compliance and confidentiality by handling sensitive governance information, ensuring adherence to legal, regulatory, and organizational requirements (including HIPAA where applicable), and facilitating any necessary audits or reviews.

• Act as a liaison between the CEO/CFO, board members, committees, and stakeholders by drafting, proofreading, and managing governance-related correspondence, reports, and presentations.

• Conduct research, compile data, and prepare briefings on governance matters as requested, including identifying best practices or potential improvements in board processes.

• Assist with special governance projects, such as board retreats, annual evaluations, policy updates, or committee formations, while upholding the highest standards of discretion and professionalism.

Strategic & Executive Support:

• Anticipate the needs of the executive and proactively identify solutions.

• Conduct research, compile data, and prepare reports or briefings as requested.

• Serve as a gatekeeper and liaison to ensure the executive's time is aligned with priorities.

• Uphold a high level of professionalism and discretion with sensitive information.

• Comply with all New York Proton Center policies related to Privacy Rules established under the Health Information Privacy and Portability Act of 1996 (HIPAA).

• Perform other job-related duties, as assigned.

Schedule: Onsite

Qualifications:

• Bachelor's degree in business administration or related field preferred.

• Healthcare experience, preferred.

• Proven work experience as an Executive Assistant supporting C-suite leaders.

• Hands-on experience with administrative software and MS Office applications. Familiarity with project management tools.

• Ability to work independently and handle confidential information with integrity and discretion.

• Working knowledge of office equipment, like printers and fax machines.

• Strong written and verbal communication skills with a high level of professionalism.

• Strong organizational and time management skills with attention to detail and problem-solving skills and highly adaptable and resourceful under pressure.

About the Area:

New York City is a major metropolitan city and is home to world-renowned cultural offerings. Outdoor attractions include a variety of parks and greenspaces including Central Park, the Brooklyn Botanical Gardens, the Bronx Zoo, and the High Line; multiple waterfronts on the island afford convenient access to scenic activities. Cultural activities abound in Broadway, Madison Square Garden, Lincoln Center, The Metropolitan Museum of Art, and the Museum of Modern Art, Iconic sites include the Statue of Liberty, Empire State Building, Rockefeller Center, Times Square, and the One World Trade Center; shopping abounds in SoHo, Fifth Avenue, Chelsea Market, and the Fashion district; and culinary offerings are second to none. The New York Proton Center is well-located for city living and suburb living, with multiple suburbs located 25 minutes from the Center, home to some of the best public-school systems in the country.

The New York Proton Center (NYPC) strives to maintain a workplace that accepts and appreciates the differences among our employees. The company will not discriminate against any applicant or employee based on age, race, gender, color, religion, national origin, ancestry, disability, marital status, covered veteran status, sexual orientation, gender identity and/or expression, genetic information, status with respect to public assistance or any other characteristic protected by state, federal, or local law.