Executive Assistant

Healthy Alliance • City of Schenectady, NY

2h • $70,500 - $81,075 • Hybrid

About The Position

Life at Healthy Alliance
At Healthy Alliance, our purpose is to improve health and empower communities facing barriers. Every community has its own needs, affecting the health of those who live, learn, work, and play within them. Our network brings together organizations, big and small, to coordinate and collaborate so that all communities have reliable access to the resources they need. Why? Because every New Yorker deserves the same opportunity to be healthy.
Designated as the Social Care Network (SCN) Lead Entity for the Capital Region, Central NY, and North Country under New York’s 1115 Waiver Amendment’s SCN & Health-Related Social Needs (HRSN) Program, we are responsible for ensuring that there is a seamless, consistent end-to-end process for screening, navigation, and the delivery of services – including food, housing, and transportation to thousands of Medicaid Members. Transformative in nature, this novel Program will further sustain our vision of cultivating a world wherein everyone has a fair and just opportunity to be as healthy as possible.
As a 2019-2024 Albany Business Review’s Best Places to Work and a 2021-2026 Modern Healthcare’s Best Places to Work in Health Care award recipient, we strive to maintain a culture wherein high-performing, mission-driven team members collectively work toward better health for all. Dedicated to promoting a culture built upon autonomy, mastery, and purpose, we believe our differences in strengths and perspectives play an integral role in propelling us forward, while our core values ground us, serving as the common thread that unites our team.
Why You Should Join Healthy Alliance
We offer amenities, professional development opportunities, events, and programming that support the interests of our teams while expanding and enriching our culture. Some of the benefits you can expect when you join Healthy Alliance include:
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
Salary range: $70,500-$81,075 per year, commensurate with experience
Who You Are
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.
• Experience supporting Board or committee meetings, travel coordination, expense reporting, or special projects is preferred.
• 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.
• This position involves sedentary work that primarily involves sitting/standing, use of typical office equipment such as a computer, laptop, and cell phone. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• This job function involves potential access / interaction with protected health information. Position will be required to abide by company policies and procedures that support federal, state, and local HIPAA regulations. Any violations will be subject to company policy which includes disciplinary actions up to and including separation of employment.

Nice To Haves

• Confidentiality and discretion: Handles sensitive information with professionalism, sound judgment, and a high level of trust.
• Organization and attention to detail: Maintains accurate records, manages multiple priorities, and ensures work is completed thoroughly and on time.
• Executive support and calendar management: Provides proactive, high-level support that helps leaders stay focused on priorities and use their time effectively.
• Relationship management: Builds and maintains positive, professional working relationships across all levels of the organization and with external partners.

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