Executive Assistant

Healthy Alliance • Schenectady, NY

2d • Hybrid

About The Position

The Executive Assistant plays an important role in helping Healthy Alliance work smoothly each day. Reporting to the Vice President of Human Resources, this person provides high-level support to members of the executive leadership team so they can stay focused on key goals, decisions, and work that moves our mission forward. The Executive Assistant must be comfortable working with sensitive information and should have experience supporting leaders, teams, or projects that involve a high level of confidentiality. This role helps manage schedules, meetings, travel, communication, and office operations. The Executive Assistant also builds strong working relationships across the organization and helps teams stay organized, informed, and connected. We are looking for someone in the Capital Region.

Requirements

• Associate or bachelor’s degree in business administration, communications, or a related field preferred. Equivalent work experience may be considered in place of a degree.
• Candidates with a non-traditional background and strong experience providing high-touch support to senior leaders are encouraged to apply.
• Three or more years of executive assistant, senior administrative support, or related experience, preferably supporting senior leaders or executive teams.
• Strong experience managing complex calendars, scheduling meetings, and coordinating changing priorities with accuracy and good judgment.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Experience preparing meeting materials, presentations, reports, and correspondence with strong attention to detail.
• Strong written and verbal communication skills, with the ability to work effectively with executives, board members, staff, and external partners.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Adobe, and other technology tools used for scheduling, document preparation, and communication.
• Ability to stay organized, manage multiple tasks, meet deadlines, and adjust quickly in a fast-paced environment.
• Sedentary work that primarily involves sitting/standing, use of typical office equipment such as a computer, laptop, and cell phone.
• May include light work that includes moving objects up to twenty (20) pounds independently or with assistance.

Nice To Haves

• Experience supporting Board or committee meetings, travel coordination, expense reporting, or special projects is preferred.

Responsibilities

• Provide day-to-day support to executive leaders, including managing calendars, scheduling meetings, and helping leaders stay focused on top priorities.
• Coordinate internal and external meetings, prepare agendas and materials, and track follow-up items so work continues after meetings end.
• Arrange travel, complete expense reports, and support purchase requests in a timely and accurate way.
• Draft, format, and review emails, letters, reports, presentations, and other materials with strong attention to detail.
• Support Board and committee work by managing activities related to Board governance meetings, preparing materials, coordinating logistics, and keeping information organized and ready. This includes working with members of the Board of Directors and their support staff to coordinate calendars, confirm attendance, help ensure quorum for meetings, and support smooth meeting operations.
• Serve as a helpful point of contact for staff, vendors, and external partners, and ensure communication is professional, timely, and clear.
• Help manage office operations, including supplies, mail, vendor coordination, and general workplace needs.
• Maintain accurate files, records, and documents while handling sensitive information with care and confidentiality.
• Plan and support events, off-sites, team meetings, and other special activities that bring people together and support the work of the organization.
• Look for ways to improve workflows, solve problems, and build systems that help the executive team and the broader organization work more effectively.
• This role will be in office 1 to 1.5 days per week in the Schenectady, NY location within a coworking space. Regular day trips to the Syracuse, NY office will be required, generally 2 times per month.
• Perform other related duties as assigned.

Benefits

• Competitive compensation package
• Comprehensive insurance benefits available the 1st of the month after hire, including but not limited to medical, dental and vision, group short-term disability and life insurance with buy-up options, flexible spending and HSA company-contributed accounts, and more
• 401K with a company match
• Unlimited paid time off after 90 days of employment
• Company-sponsored training and certification opportunities
• Hybrid work environment, people-first workplace
• A workplace that values safety, respect, employee engagement, recognition, and diversity

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree