Sr. Administrative Assistant

CareScout • New York, NY

1d • Hybrid

About The Position

CareScout is looking for a self-motivated, multitasking, experienced Administrative Assistant. This role will provide high-level support to two executives, ensuring smooth daily operations and facilitating effective communication within the organization. The ideal candidate is organized, proactive, and able to manage multiple priorities with discretion and professionalism. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. You are resourceful and autonomous when taking on new tasks and projects relying on problem-solving skills to make it all work.

Requirements

• 10+ years’ experience supporting senior leaders at the SVP, VP, or equivalent executive level within a complex organization.
• Ability to operate independently in a virtual environment with limited oversight.
• Strong organizational acumen and ability to manage competing priorities in a fast-paced, evolving setting.
• High technical proficiency with Microsoft Office Suite and virtual collaboration tools (Teams, Zoom).
• Demonstrated ability to handle highly sensitive and confidential information with discretion.
• Strong and proactive verbal and written communication skills, confidence, and professional presence
• Highest level of integrity - discretion and maintenance of confidentiality required
• Ability to be extremely adaptable and flexible
• Motivated, even-tempered team player possessing strong, creative problem-solving skills
• Extremely high level of attention to detail and follow-up
• Superior organizational, multi-tasking, and prioritization abilities
• Previous scheduling experience required, including making travel arrangements

Responsibilities

• Proactively manage communication and information flow to internal and external audiences.
• Understand leadership team priorities and accordingly schedule, maintain, and coordinate calendar of on-site and virtual appointments, meetings, and related arrangements
• Ensure complex and frequent travel arrangements, including expense reconciliation for the leadership team are managed timely and accurately
• Independently manage and coordinate multiple assigned projects, activities, dates, resources, and dependencies according to priorities and deadlines; set/reset expectations as appropriate.
• Prepare and edit documents, reports, presentations, and meeting agendas as requested.
• Monitor deadlines and follow up on action items to ensure timely completion.
• Serve as a key liaison between leadership and cross-functional stakeholders, maintaining strict confidentiality and professionalism.
• Anticipate executive needs and implement process improvements that enhance efficiency and operational rigor.
• Serve as a liaison internally and externally regarding administrative issues; manage relationships with an understanding of audiences and cultivate and maintain solid relationships
• Creatively harness technology to streamline activities and effectively deliver responsibilities.
• Format and manage strategic work product preparation, including presentations, using MS Office Suite.
• Arrange and reserve conference rooms, catering, audio/video and other essential services as needed for meetings and conferences
• Manage other special projects and assignments, as needed

Benefits

• Competitive Compensation & Total Rewards Incentives
• Comprehensive Healthcare Coverage
• Multiple 401(k) Savings Plan Options
• Auto Enrollment in Employer-Directed Retirement Account Feature (100% employer-funded!)
• Generous Paid Time Off – Including 12 Paid Holidays, Volunteer Time Off and Paid Family Leave
• Disability, Life, and Long Term Care Insurance
• Tuition Reimbursement, Student Loan Repayment and Training & Certification Support
• Wellness support including gym membership reimbursement and Employee Assistance Program resources (work/life support, financial & legal management)
• Caregiver and Mental Health Support Services

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed