Executive Assistant / HR Administrator

Company: InfinityRx

Location: Westbury, NY

Reports To: CEO and CBDO

Job Type: Full-time – On-site position

About InfinityRx

InfinityRx is a healthcare technology and services company focused on improving patient access and affordability for life-saving therapies. We partner with pharmaceutical manufacturers, healthcare providers, pharmacies, and service vendors to administer patient affordability and support programs through proprietary technology and operational expertise.

This position offers an exciting opportunity to work with a high-performing team within a fast-paced environment, fostering a culture of exceptional client service and technical proficiency.

Job Summary

We are seeking a highly organized and discreet Executive Assistant / HR Administrator, preferrably with experience in the pharmaceutical or healthcare industry, to provide high-level support to our senior leadership team. This role requires a professional who can seamlessly manage executive calendars, coordinate department-wide communications, and handle sensitive HR documentation. In addition to traditional executive assistant duties, this position will assist with essential HR functions, including recruitment, onboarding, employee benefits administration, and HR data management. The ideal candidate possesses exceptional multitasking abilities, a high degree of confidentiality, and a deep understanding of HR practices.

Key Responsibilities

Executive Support

• Calendar & Travel Management: Manage and maintain complex calendars, coordinating meetings, appointments, and corporate travel arrangements.
• Communications: Act as the primary point of contact between senior internal staff and external partners. Screen communications, route correspondence, and draft emails or memos.
• Meeting Preparation: Prepare agendas, presentations, and briefing materials for staff/client meetings; record detailed notes and minutes during meetings as required.
• Carry out special projects as allocated by leadership.
• Anticipate needs of senior leadership: Prioritize and ensure follow up of projects, assignments, and workflow matters.
• Assist in document managing: Document and monitor the archives of the organization for easy storage and retrieval.
• Conduct research and sourcing information as required.
• Events: Assist in coordinating events and expositions.
• Communication: Communicate with stakeholders, clients, visitors to achieve aims of project.

Human Resources Administration

• Manage employee HR files; employment contracts and letters to staff regarding their employment.
• Manage the recruitment and selection process: Job posting and follow-up
• Administer the ‘on-boarding’ and exiting of staff: including employment screening.
• Benefits Administration: Support the administration of employee benefits,
• Performance Management: Track performance review cycles

General HR Operations

• Policy Implementation: Assist in updating employee handbooks, company policies, employment documentation, and maintaining compliance with labor laws (e.g., EEO, FLSA).
• Employee Inquiries: Serve as a first point of contact for employees, answering general HR-related questions or routing them to the appropriate HR specialist.
• Special Projects: Assist leadership with special projects such as employee engagement surveys, corporate wellness events, or restructuring initiatives.

Qualifications & Requirements

• Education: Bachelor’s degree in Human Resources, Business Administration, or a related field (or equivalent work experience) is highly preferred.
• Experience: 3–5 years of experience providing administrative support to C-suite or senior-level executives.
• Industry: Healthcare, pharmaceutical, or pharmacy highly preferred.
• HR Knowledge: Foundational understanding of HR principles, practices, and employment laws.
• Tech Savvy: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Confidentiality: Unwavering commitment to maintaining the highest level of confidentiality and discretion when handling sensitive employee and company data.
• Communication: Excellent written and verbal communication skills.
• Organization: Outstanding organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Benefits

• 401(k)
• Employee assistance program
• Flexible schedule
• Paid time off
• Modern Office
• Annual merit-based salary increases
• Fully stocked snack kitchen

Pay: $60,000.00 - $80,000.00 per year

Application Question(s):

• How many years experience in Human Resources Administration?
• How many years experience as an Executive Assistant?

Work Location: In person