Executive Assistant

New Jersey Urology•Cherry Hill, NJ

62d

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). The position goes beyond traditional administrative support by helping organize leadership priorities, coordinate projects and initiatives, prepare meeting and presentation materials, track commitments and follow-up items, and keep important work moving forward. The EA works with senior leaders, physicians, and teams across the organization. The role requires taking loosely defined requests, determining what is needed, gathering information from stakeholders, organizing the work, and driving it toward completion. The EA also supports the operating cadence of leadership and operations teams, maintains records and materials, coordinates communications, and assists with special projects and organizational initiatives. Success means that leadership is better organized, meetings are well prepared, information is readily available, decisions and commitments are documented and followed through, and projects move forward without repeated leadership intervention. Over time, the successful EA will develop an understanding of NJU’s operations, priorities, and leadership needs and increasingly anticipate required preparation, coordination, and follow-up.

Requirements

Bachelor's degree or an equivalent combination of education and relevant experience.
At least 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.
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, competing priorities, and proactively recommend solutions to scheduling conflicts.
Coordinate internal and external meetings involving physicians, leaders, vendors, and other stakeholders.
Coordinate travel, meeting logistics, and related arrangements as needed.
Assist with correspondence, document preparation, information requests, and other administrative needs while handling sensitive information discreetly.
Coordinate recurring leadership, operations, physician, and team meetings; develop agendas with meeting leaders and gather stakeholder updates and supporting information.
Prepare and organize PowerPoint presentations, meeting materials, briefing documents, dashboards, and other leadership-ready content.
Attend designated meetings, document 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, maintaining project plans, trackers, timelines, action registers, and status updates.
Coordinate stakeholders and meetings needed to advance projects; follow up on commitments; identify overdue or at-risk deliverables and escalate appropriately.
Conduct basic research and gather information to support projects and decision-making.
Support implementation of new programs, processes, and organizational initiatives, and take ownership of defined workstreams when appropriate.
Coordinate team meetings, one-on-ones, operating reviews, and other recurring forums; help manage the operating cadence of leadership and operations teams.
Maintain a centralized record of major priorities, decisions, commitments, follow-up items, and leadership-team deliverables.
Proactively follow up with commitment owners, help ensure meeting decisions become completed actions, and bring items requiring leadership attention forward promptly.
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.
Create and maintain templates and standardized processes to improve leadership and operational efficiency.
Draft routine communications, meeting summaries, requests for information, and follow-up correspondence.
Coordinate between the COO and President and internal stakeholders; maintain working relationships with physicians, practice managers, clinical leaders, corporate partners, and administrative teams.
Organize, prioritize, route, and follow through on requests directed to leadership, coordinating information and responses across departments as needed.
Support special projects, analyses, presentations, events, business cases, vendor meetings, implementation activities, physician communications, and other priority initiatives.
Perform other duties as assigned based on organizational priorities.