Executive Assistant, Hospital and Family Engagement

LiveOnNY•New York, NY

5d•Onsite

About The Position

The Executive Assistant, Hospital and Family Engagement provides high-level administrative, operational, and coordination support across both the Hospital Engagement and Family Engagement departments, while directly supporting the Vice President of Hospital and Family Engagement. This role serves as a central point of coordination for departmental operations, leadership activities, and cross-functional initiatives. The Executive Assistant ensures seamless communication, organization, and execution of priorities across teams, supporting both day-to-day operational needs and strategic initiatives. In addition to executive support responsibilities, this role actively contributes to departmental efficiency, project coordination, meeting management, and reporting. The Executive Assistant plays a key role in maintaining alignment across Clinical Operation departments, and external partners as needed. This position is a fully onsite, in-office role based at LiveOnNY. Remote work or hybrid arrangements are not available for this position.

Requirements

Bachelor’s degree preferred or equivalent experience.
3–5+ years of administrative, executive assistant, or operational support experience, preferably in healthcare or a fast-paced organizational environment.
Demonstrated ability to support senior leadership and manage complex calendars and priorities.
Strong organizational, time management, and multitasking skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, SharePoint).
Ability to handle sensitive and confidential information with professionalism.
Strong attention to detail and commitment to accuracy.
Ability to work independently while also collaborating across teams.

Responsibilities

Manage and maintain the Vice President’s calendar, including scheduling internal and external meetings, prioritizing time-sensitive matters, and resolving scheduling conflicts.
Coordinate preparation for meetings, including agendas, briefing materials, presentations, and follow-up action items.
Serve as a primary point of contact for internal and external stakeholders on behalf of the Vice President.
Draft, review, and format professional communications including emails, memos, presentations, and reports.
Track and follow up on key initiatives, deliverables, and deadlines to ensure timely completion.
Support leadership meetings, including preparation of materials, note-taking, and dissemination of action items.
Provide administrative and operational support across both departments to ensure alignment, efficiency, and consistency.
Coordinate departmental meetings (e.g., leadership meetings, operational huddles, and departmental meetings), including scheduling, agenda development, and documentation.
Assist in auditing and tracking department goals, metrics, and performance initiatives.
Support new hire and traveler onboarding and orientation.
Assist with documenting and filing compliance mandatory education initiatives across both teams.
Maintain and organize departmental documents, templates, and shared resources.
Support cross-functional initiatives.
Assist in project management activities, including tracking timelines, deliverables, and stakeholder communication.
Coordinate logistics for internal and external meetings, trainings, and events.
Support implementation of new processes, workflows, and organizational initiatives.
Draft and distribute departmental communications in alignment with leadership direction.
Assist in preparation of performance reports, key performance indicators dashboards, and presentations for leadership review.
Ensure consistency, professionalism, and clarity in all written materials.
Support tracking and follow-up of action items from meetings and initiatives.
Maintain organized filing systems (electronic and shared platforms) for easy access and retrieval.
Coordinate travel arrangements, meeting logistics, and event planning as needed.
Manage expense tracking, purchasing requests, and administrative processes.
Proactively research, source, and recommend cost-effective vendors, supplies, and services to support departmental and organizational needs, ensuring fiscal responsibility and value optimization.
Support budget awareness by identifying opportunities for cost savings and improved resource utilization.
Provide cross-coverage support for other departments and organizational functions as needed, ensuring continuity of operations and administrative support during absences, high-volume periods, or organizational initiatives.
Maintain flexibility to support broader organizational administrative needs beyond assigned departments when required.
Provides back up and relief for the front desk reception area on an as needed basis.
Ensure confidentiality and discretion in handling sensitive information.
Support the maintenance of employee training documents in the Learning Management System.