Executive Assistant

New Jersey Urology•Cherry Hill, NJ

26d•Onsite

About The Position

The Executive Assistant (EA) provides high-level administrative, operational, and project coordination support to the Chief Operating Officer and President of New Jersey Urology (NJU). This role extends beyond traditional administrative support. In addition to managing calendars, scheduling, and day-to-day administrative needs, the EA will help organize leadership priorities, coordinate projects and initiatives, prepare meeting and presentation materials, track commitments and follow-up items, and ensure that important work continues to move forward. The ideal candidate is highly organized, proactive, resourceful, and comfortable working with senior leaders, physicians, and teams across the organization. The individual should be capable of taking a loosely defined request, determining what is needed, gathering information from the appropriate stakeholders, organizing the work, and driving it toward completion.

Requirements

Bachelor's degree or equivalent combination of education and relevant experience.
5+ years of experience in administrative support, operations, project coordination, healthcare administration, or a related role.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills.
Demonstrated ability to manage multiple priorities and deadlines simultaneously.
Strong proficiency with Microsoft Outlook, PowerPoint, Word, and Excel.
Ability to prepare polished, professional presentations and written materials.
Ability to work independently and exercise sound judgment.
Demonstrated initiative, resourcefulness, and follow-through.
Ability to appropriately handle confidential and sensitive information.

Nice To Haves

Experience supporting senior leaders or physician leadership.
Experience in healthcare, physician practice management, professional services, project management, or another complex operating environment.
Experience coordinating cross-functional projects.
Experience developing presentations, meeting materials, dashboards, or operational reports.
Familiarity with project management and collaboration tools.

Responsibilities

Provide direct administrative and operational support to the Chief Operating Officer and President.
Manage complex calendars, scheduling, meeting coordination, and competing priorities.
Coordinate internal and external meetings involving physicians, leaders, vendors, and other stakeholders.
Anticipate scheduling conflicts and priorities and proactively recommend solutions.
Coordinate travel, meeting logistics, and related arrangements as needed.
Assist with correspondence, document preparation, information requests, and other administrative needs.
Handle sensitive and confidential information with appropriate discretion.
Coordinate recurring leadership, operations, physician, and team meetings.
Develop agendas in partnership with the COO, President, and other meeting leaders.
Gather updates and supporting information from stakeholders in advance of meetings.
Prepare and organize PowerPoint presentations, meeting materials, briefing documents, dashboards, and other content.
Consolidate information from multiple contributors into concise, polished, leadership-ready materials.
Attend designated meetings and document key decisions, action items, owners, and deadlines.
Distribute follow-up items and track completion.
Maintain schedules and materials for recurring leadership and governance meetings.
Coordinate selected operational and strategic projects on behalf of leadership.
Develop and maintain project plans, trackers, timelines, action registers, and status updates.
Coordinate stakeholders and meetings required to advance projects.
Follow up with project owners to ensure commitments and deadlines are met.
Identify overdue or at-risk deliverables and escalate appropriately.
Conduct basic research and gather information needed to support projects and decision-making.
Support implementation activities for new programs, processes, and organizational initiatives.
Take ownership of defined workstreams and drive them through completion when appropriate.
Help manage the operating cadence of the NJU leadership and operations teams.
Coordinate team meetings, one-on-ones, operating reviews, and other recurring forums.
Maintain a centralized record of major priorities, decisions, commitments, and follow-up items.
Track key deliverables assigned to members of the leadership team.
Proactively follow up with owners regarding upcoming and outstanding commitments.
Help ensure decisions made during meetings translate into completed actions.
Identify items requiring leadership attention and bring them forward in a timely manner.
Gather and consolidate operational updates from departments and leaders.
Assist in preparing recurring operational reports, presentations, and leadership updates.
Maintain organized repositories for presentations, reports, meeting materials, project documentation, and key information.
Assist with basic analysis and presentation of operational information using Excel, PowerPoint, and other tools.
Review materials for accuracy, completeness, formatting, and readability before distribution.
Create and maintain templates and standardized processes that improve the efficiency of leadership and operational activities.
Draft routine communications, meeting summaries, requests for information, and follow-up correspondence.
Serve as a point of coordination between the COO and President and internal stakeholders.
Maintain strong working relationships with physicians, practice managers, clinical leaders, corporate partners, and administrative teams.
Help ensure requests directed to leadership are appropriately organized, prioritized, routed, and followed through.
Coordinate information and responses across multiple departments when needed.
Support the COO and President with special projects, analyses, presentations, events, and organizational initiatives.
Coordinate information gathering and stakeholder input for business cases and operational initiatives.
Assist with vendor meetings, implementation activities, physician communications, and other priority initiatives.
Perform other duties as assigned based on organizational priorities.