Executive Assistant

company•City of Rochester, NY

4d•$30 - $47•Hybrid

About The Position

The Executive Assistant provides high‑level administrative, strategic, and operational support to senior leadership to ensure the smooth and effective execution of key priorities. This role serves as a trusted partner to the senior leaders, proactively managing complex and dynamic calendars, coordinating internal and external communications, and acting as a key point of contact for stakeholders. The Executive Assistant handles highly sensitive and confidential information with discretion, prepares materials and briefings to support decision‑making, and facilitates meetings, travel, and key initiatives. In addition, this role anticipates needs, streamlines workflows, and helps align day‑to‑day activities with broader organizational goals, enabling leaders to focus on strategic outcomes.

Requirements

Five (5) years of progressive administrative or related experience.
HSD or GED required.
Advanced proficiency in Microsoft Office and collaboration tools (Teams, SharePoint, AI Agents etc.).
Intermediate organizational, planning, and critical thinking skills.
Advanced customer service, problem solving, time management and customer relations knowledge.
Advanced senior leader level communication and stakeholder management abilities.
Ability to handle highly confidential information and sensitive situations.
Leadership and mentoring capabilities.
In-depth knowledge of organizational structure, policies, and decision-making processes.
Intermediate knowledge of project management principles and process improvement.
Demonstrated ability to act on behalf of the Senior Leader within understood boundaries.
Advanced level attention to detail.

Nice To Haves

Bachelor's degree in a related field preferred.

Responsibilities

Provides comprehensive, day-to-day executive administrative support to senior leaders and/or division.
Anticipates needs, proactively manages priorities, and resolves issues independently.
Oversees complex calendar management for senior leader(s), all company sponsored travel, and executive communications.
Identifies risk, gaps and process improvements opportunities and provide recommendations.
Supports leader readiness for key internal and external executive committee meetings (e.g., HPET, HPOR, BOC, RABs, etc.) by reviewing agendas and minutes, ensuring materials are complete and aligned, coordinating executive prep time, tracking decisions and action items, issuing post-meeting summaries, and partnering with administrative stakeholders as appropriate.
Provides end-to-end coordination and administrative leadership for key internal and external executive committee meetings (e.g., HPET, HPOR, BOC, RABs, etc.), including preparing and managing agendas and materials, calendaring, facilitating meeting logistics, capturing minutes, and ensuring follow-through on outcomes and deliverables.
Prepares and edits advanced reports, presentations, and briefing materials.
Drives post meeting follows through (owners, due dates, closure) and maintain momentum when the executive is out of office.
Leads and/or coordinates divisional special projects, cross-functional initiatives or senior-level leader specific project.
Partners or leads efforts in arranging on and off-site meetings, arranges for audio-visual equipment and other related resources
Provides executive level support to key officer as needed.
Collaborates and trains divisional administrative staff on office procedures and protocols.
Develops and documents administrative processes and best practices
Acts as a trusted advisor regarding scheduling, communications, and operations
Consistently demonstrates high standards of integrity by supporting the Lifetime Healthcare Companies’ mission and values, adhering to the Corporate Code of Conduct, and leading to the Lifetime Way values and beliefs.
Maintains high regard for member privacy in accordance with the corporate privacy policies and procedures.
Regular and reliable attendance is expected and required.
Performs other functions as assigned by management.