Executive Assistant – 248790 Job at Medix™ in New York

Executive Assistant — Fertility Department

Location: Manhattan, NY

Schedule: Monday–Friday

Work Arrangement: Hybrid (3–4 days in-office required)

Employment Type: Open to Full-Time or Part-Time

Position Overview

A leading New York City health system’s Fertility Department is seeking a highly organized, proactive Executive Assistant to support the Director and senior leadership team. This role is ideal for a detail-oriented professional who thrives in a fast-paced, mission-driven healthcare environment and enjoys serving as a trusted partner to executive leadership.

You will play a critical role in ensuring seamless daily operations by managing schedules, coordinating communications, preparing presentations, and supporting technology-driven workflows. This position offers the opportunity to make a meaningful impact while working alongside leaders dedicated to advancing patient care in reproductive health.

Why This Role Matters

As the Executive Assistant, you will be the organizational backbone of the department—connecting teams, streamlining processes, and enabling leadership to focus on strategic priorities. Your work will directly support clinical and administrative excellence within a respected fertility program serving patients across New York City.

Key Attributes

• Service-Oriented Partner: Serve as a reliable administrative partner to executive leadership, ensuring they are supported with precision and professionalism.
• Exceptional Organization: Manage complex calendars, competing priorities, and multiple projects with efficiency and accuracy.
• Proactive Problem Solver: Anticipate needs, identify potential challenges, and recommend thoughtful solutions before issues arise.
• Collaborative Communicator: Act as a liaison between departments and external stakeholders, ensuring clear and effective communication.
• Discretion & Confidentiality: Handle sensitive and confidential information with the highest level of integrity.
• Process Improvement Mindset: Continuously look for ways to improve administrative workflows and operational efficiency.
• Technology Savvy: Confidently leverage Microsoft tools and digital platforms to streamline work and support department operations.

Responsibilities

Executive Support

• Provide day-to-day administrative support to the Director and senior departmental leadership.
• Manage complex calendars, scheduling meetings, appointments, and departmental activities to ensure effective use of executive time.
• Prepare and edit correspondence, reports, presentations, and confidential documents.
• Create PowerPoint presentations for leadership meetings, departmental updates, and special initiatives.
• Coordinate meetings, including agendas, meeting materials, minutes, room reservations, and virtual meeting logistics.
• Maintain ongoing communication on behalf of leadership with internal teams and external partners.
• Keep leadership informed of upcoming commitments, deadlines, and required follow-ups.
• Perform additional administrative duties as needed to support departmental goals.

Project & Technology Support

• Convert links and content into Microsoft Forms and distribute surveys to employees as needed.
• Design, manage, and track surveys, forms, and basic workflow tools to support operations and data collection.
• Develop and maintain SharePoint sites, document libraries, and shared resources.
• Create, edit, and manage Word documents and shared files to ensure consistency and accuracy.
• Support Microsoft Teams and other collaboration tools to enhance communication and organization.
• Serve as a first point of contact for basic process or system questions and elevate issues appropriately.

Qualifications

• Proven experience as an Executive Assistant or Administrative Professional, preferably in healthcare or a fast-paced environment.
• Strong proficiency in Microsoft Office, including Outlook, Word, PowerPoint, SharePoint, and Microsoft Forms.
• Excellent written and verbal communication skills with a polished, professional demeanor.
• Outstanding organizational skills with the ability to manage multiple priorities simultaneously.
• Ability to work on-site in Manhattan 3–4 days per week as part of a hybrid schedule.
• Commitment to professionalism, collaboration, and continuous improvement.