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administrative assistant (external agency staff) Jobs in New York

corporate administrative assistant

Clear Street

<div>
 
 
 About Clear Street:
 
 
 
 Clear Street is modernizing the brokerage ecosystem. Founded in 2018, Clear Street is a diversified financial services firm replacing the legacy infrastructure used across capital markets.
 
 
 
 
 
 We started from scratch by building a completely cloud-native clearing and custody system designed for today&rsquo;s complex, global market. Clear Street&rsquo;s proprietary prime brokerage platform adds significant efficiency to the market, while focusing on minimizing risk, redundancy, and cost for clients. Our goal is to create a single source-of-truth platform for every asset class, in every country, and in any currency.
 
 
 
 
 
 By combining highly-skilled product and engineering talent with seasoned finance professionals, we&rsquo;re building the essentials to compete in today&rsquo;s fast-paced markets.
 
 
 
 
 
 
 The Role:
 
 
 
 We are seeking to fill an administrative coordinator for the equity research team. This role will manage the day-to-day administrative needs for a team of research analysts and associates. The ideal candidate will have 2-3 years of experience, be well versed in administrative tools, including making and updating spreadsheets and presentations, and be able to learn new skills to support the needs of the department, work collaboratively and be a self-starter.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Scheduling, Coordination and General Admin: Manage calendars, book meetings, arrange travel, plan events, prepare agendas, help with expenses
 </li>
 <li>
 Document &amp; Data Management: Prepare and edit documents, reports, and presentations; maintain organized filing systems (digital &amp; physical) and databases
 </li>
 <li>
 Coordinate with other Teams: Work with other teams to support data management, event logistics and other processes
 </li>
 <li>
 Support: Track deadlines, assist with project coordination, and facilitate communication.
 </li>
 <li>
 Confidentiality: Handle sensitive information with discretion
 </li>
 </ul>
 
 
 
 
 
 Essential Skills &amp; Qualifications
 
 
 <ul>
 <li>
 Proficiency in office software (Microsoft Office Suite, Google Workspace)
 </li>
 <li>
 Excellent written and verbal communication
 </li>
 <li>
 Strong organizational and time-management skills
 </li>
 <li>
 Attention to detail
 </li>
 <li>
 Ability to multitask and prioritize
 </li>
 <li>
 Discretion and professionalism
 </li>
 </ul>
 
 
 
 
 
 Skills And Qualifications Desired
 
 
 <ul>
 <li>
 Prior experience in an equity research department or trading-related environment
 </li>
 <li>
 Knowledge of Blue Matrix publication platform
 </li>
 </ul>
 
 
 
 
 
 We Offer:
 
 
 
 The Base Salary Range for this role is $75,000-$85,000. This range is representative of the starting base salaries for this role at Clear Street. Where a candidate falls in this range will be based on job related factors such as relevant experience, skills, and location. This range represents Base Salary only, which is just one element of Clear Street's total compensation. The range stated does not include other factors of total compensation such as bonuses or equity.
 
 
 
 
 
 At Clear Street, we offer competitive compensation packages, company equity, 401k matching, gender neutral parental leave, and full medical, dental and vision insurance. Our belief has always been that we are better as a business when we are all together in person. As such, we are requiring employees to be in the office 4 days per week. In-office benefits include lunch stipends, fully stocked kitchens, happy hours, a great location, and amazing views.
 
 
 
 
 
 Our top priority is our people. We&rsquo;re continuously investing in a culture that promotes collaboration. We help each other through challenges and celebrate each other's successes. We believe that modern workplaces succeed by virtue of having high-performance workforces that are diverse &mdash; in ideas, in cultures, and in experiences. We put in the effort to make such a workplace a daily reality and are proud to be an equal opportunity employer.
 
</div>

Administrative Assistant, Equity Research

Atrium

<div>
 
 Client Overview
 
 
 
 Our client is a prestigious and rapidly growing law firm seeking experienced
 
 Administrative Assistants
 
 to support Partners and Attorneys in a fast-paced, client-focused legal environment. This is an excellent opportunity for someone with prior law firm experience who enjoys providing high-level administrative support and is looking for long-term growth within a professional services organization.
 
 
 
 Salary/Hourly Rate
 
 
 
 $35/hr - $45/hr
 
 
 
 Position Overview
 
 
 
 The Administrative Assistant will provide comprehensive support to Partners and Associates, acting as a key liaison between attorneys, clients, and internal departments. This role requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities while maintaining a high level of professionalism.
 
 
 The ideal candidate will have prior law firm experience and be comfortable supporting senior-level legal professionals in a demanding, deadline-driven environment.
 
 
 
 Responsibilities Of The Administrative Assistant
 
 
 
 <ul>
 <li>
 Provide administrative support to Partners and Associates.
 </li>
 <li>
 Manage calendars, schedule meetings, and coordinate appointments.
 </li>
 <li>
 Arrange complex domestic and international travel and prepare detailed itineraries.
 </li>
 <li>
 Draft, edit, proofread, and format correspondence, presentations, reports, and legal documents.
 </li>
 <li>
 Serve as a primary point of contact for clients and internal stakeholders.
 </li>
 <li>
 Process expense reports, invoices, reimbursements, and billing-related documentation.
 </li>
 <li>
 Assist with time entry, billing review, and administrative tracking.
 </li>
 <li>
 Coordinate courier services, shipments, and document deliveries.
 </li>
 <li>
 Maintain business contacts and assist with business development activities.
 </li>
 <li>
 Support internal and external meetings, including catering and event coordination.
 </li>
 <li>
 Handle filing, scanning, copying, and document management tasks.
 </li>
 <li>
 Assist with special projects and provide backup support to team members as needed.
 
 
 </li>
 </ul>
 
 Required Experience/Skills For The Administrative Assistant
 
 
 
 <ul>
 <li>
 Minimum 2+ years of law firm administrative experience required.
 </li>
 <li>
 Experience supporting attorneys, partners, or senior legal professionals.
 </li>
 <li>
 Strong calendar management and travel coordination experience.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Exceptional attention to detail and organizational skills.
 </li>
 <li>
 Ability to manage multiple priorities and deadlines simultaneously.
 </li>
 <li>
 Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
 </li>
 <li>
 Professional demeanor with strong client-service skills.
 
 
 </li>
 </ul>
 
 Preferred Experience/Skills For The Administrative Assistant
 
 
 
 <ul>
 <li>
 Experience with legal billing, expense management, and timekeeping systems.
 </li>
 <li>
 Notary Public certification or willingness to obtain certification.
 </li>
 <li>
 Experience supporting litigation or corporate legal practices.
 
 
 </li>
 </ul>
 
 Education Requirements
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree preferred.
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).
 
 
 </li>
 </ul>
</div>

Administrative Assistant

Research Foundation CUNY

<div>Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY).
The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries.
We are pleased that you are interested in exploring opportunities to join RFCUNY.
Primary Location:
OFFICE OF VC - FACILIT PLAN, CONSTRUC &amp; MGMT
Bargaining Unit:
No
This role requires an energetic, dedicated, and detail-oriented person who can manage multiple tasks. This individual is a team player with a willingness to learn and the ability to manage multiple tasks while adapting to shifting priorities.
Applicants must be reliably available on Thursdays from 12-4 PM, with additional flexible availability on Tuesdays and Wednesdays; total weekly hours range from a minimum of 15 hours per week to a maximum of 19 hours per week.
Duties and Responsibilities:
<ul><li>Prioritize, synthesize, and communicate inquiries, data, and confidential information for the Office of the Vice Chancellor of Facilities Planning, Construction and Management
</li><li>Organize and schedule appointments with Microsoft Outlook
</li><li>Create and manage PowerPoint presentations
</li><li>Report preparation for meetings and presentations
</li><li>Event planning and coordination
</li><li>Collaborate with staff on new ideas, directions, and tools for marketing and communications
</li><li>General administrative and communications support as assigned
</li><li>Other duties as assigned.
</li></ul>Qualifications and Core Competencies:
<ul><li>Enrolled in a CUNY school with at least 45 credits towards a Bachelor&rsquo;s degree in journalism, communications, public relations, marketing, or a development-related field
</li><li>Proficient in Microsoft Excel, Word, and PowerPoint
</li><li>Excellent skills in writing, interpersonal, customer service, and presentation
</li><li>Adaptable to a fast-paced work environment and changing needs and shifting priorities
</li><li>Detail-oriented, well-organized, with the ability to multitask, meet deadlines, and work independently
</li></ul>Pay Range:
Minimum - Maximum: $17.50/hr
RFCUNY Benefits
 
RFCUNY Employee Benefits and Accruals
Equal Employment Opportunity Statement
 
The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.</div>

Administrative Assistant Intern

Block By Block

<div><div>Job Summary:

The Administrative Assistant provides essential support for various functions and completes a variety of tasks. This includes, but is not limited to: providing administrative support for multiple individuals, payroll, supply management, recruiting, and smartphone setup.

Pay Rate: $30.00/hourly

3+ years of administrative experience in an airport REQUIRED

Essential Functions:
<ul>
<li>Provides communication support between management and front-line employees</li>
<li>Manages coding of invoices</li>
<li>Performs data entry and spreadsheet maintenance for the balancing of billing and payroll reporting</li>
<li>Updates various reports and spreadsheets</li>
<li>Maintains and updates the training manual with current processes</li>
<li>Manages training reminder notices and updates learner access</li>
<li>Tracks employee statuses &amp; supplies monthly inactive reports</li>
<li>Manages SharePoint document updates</li>
<li>Sets up smartphones
</li><li>Other HPS administrative duties as assigned</li>
</ul>
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are proud to offer the following benefits:
<ul><li>Insurance: Medical with available FSA and/or HSA, Dental, Vision, Short-Term and Long-Term Disability, Life, and Accidental Death and Dismemberment, Critical Illness, and Accident.</li>
<li>Paid time off: Vacation, Sick Time and/or PTO (Only where required by local requirements and contract agreements), Paid Leave (only where required by law), Holidays (only where required by contract agreement), Floating Holidays (only where required by contract agreement), Birthday Pay (eligible after one year of service at most locations unless otherwise stated in CBA), Jury Duty (only where required by law).</li>
<li>Other: 401K Retirement Savings Plan</li>
</ul>
Block by Block is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
</div>Requirements:
<div>Requirements:
<ul>
<li>Must be 18 years or older.
</li><li>Must have a High School Diploma or GED.
</li><li>Associate Degree in a related field, such as Business Administration, is preferred but is not required</li>
<li>Minimum of three (3) years of experience providing administrative-related functions</li>
<li>Minimum of one (1) year of accounting and bookkeeping experience is required</li>
<li>Minimum of two (2) years of data entry experience is required</li>
<li>Minimum of two (2) years of experience using MS Word, Outlook, and EXCEL</li>
<li>Must have excellent communication skills. The ability to read, write and speak proficiently in the English language is required.</li>
<li>Excellent written and verbal communication skills</li>
<li>Analytical &amp; multitasking capabilities</li>
<li>Flexible and adaptable in performing duties and responsibilities</li>
<li>Ability to exercise sound judgment and make decisions in relation to essential job functions</li>
<li>Ability to interact professionally with all levels</li>
<li>Ability to build and maintain positive relationships</li>
<li>Self-starter with excellent dependability and integrity</li>
</ul>
Physical Demands and Work Environment:
<ul>
<li>Must have the physical capacity to sit at a desk using a computer for long periods of time during an eight-hour shift, with normal breaks and rest periods.
</li><li>Requires substantial movements (motions) of the wrists, hands, and/or fingers.</li>
<li>Requires close visual acuity to perform an activity such as: preparing reports; viewing a computer terminal; reading.
</li><li>Ability to stand or walk for long periods of time</li>
<li>The noise level in the work environment is usually moderate.</li>
</ul>
</div> 
Shift: 1st Shift
 
Req Benefits:
<div>We are proud to offer the following benefits:
<ul>
<li>Insurance: Medical with available FSA and/or HSA, Dental, Vision, Short-Term and Long-Term Disability, Life, and Accidental Death and Dismemberment, Critical Illness, and Accident.</li>
<li>Paid time off: Vacation, Sick Time and/or PTO (Only where required by local requirements and contract agreements), Paid Leave (only where required by law), Holidays (only where required by contract agreement), Floating Holidays (only where required by contract agreement), Birthday Pay (eligible after one year of service at most locations unless otherwise stated in CBA), Jury Duty (only where required by law).</li>
<li>Bonuses: Availability of bonuses varies and is dependent on multiple factors including but not limited to: location, position and contract agreements. Employee Recognition Awards, Employee Referral Bonus Program (select positions only), Bonus Program (Operations Manager, RVP, and executive positions only).</li>
<li>Other: 401K Retirement Savings Plan, Vehicle Allowance (only available for specific corporate positions, based on location and position).</li>
</ul>
</div> 
Compensation: $30.00-$30.00</div>

Administrative Assistant- LaGuardia Airport ACES Program

Genpact

<div>
 
 
 
 Ready to shape the future of work?
 
 
 
 
 
 
 
 At Genpact, we don&rsquo;t just adapt to change&mdash;we drive it. AI and digital innovation are redefining industries, and we&rsquo;re leading the charge. Genpact&rsquo;s AI Gigafactory, our industry-first accelerator, is an example of how we&rsquo;re scaling advanced technology solutions to help global enterprises work smarter, grow faster, and transform at scale. From large-scale models to agentic AI, our breakthrough solutions tackle companies&rsquo; most complex challenges.
 
 
 
 
 If you thrive in a fast-moving, tech-driven environment, love solving real-world problems, and want to be part of a team that&rsquo;s shaping the future, this is your moment.
 
 
 
 
 Genpact (NYSE: G) is an advanced technology services and solutions company that delivers lasting value for leading enterprises globally. Through our deep business knowledge, operational excellence, and cutting-edge solutions &ndash; we help companies across industries get ahead and stay ahead. Powered by curiosity, courage, and innovation
 
 
 
 ,
 
 
 
 our teams implement
 
 
 
 
 
 
 data, technology, and AI to create tomorrow, today. Get to know us at genpact.com and on LinkedIn, X, YouTube, and Facebook.
 
 
 
 
 
 
 
 
 
 Inviting applications for the role of
 
 Executive Assistant to Global Business Leader
 
 
 
 
 
 
 
 
 Role Overview:
 
 
 
 
 We are seeking a highly organized, proactive, and experienced Executive Assistant (EA) to support senior leader at Genpact&rsquo;s New York City office. The ideal candidate will be a strategic partner who can seamlessly manage complex schedules, leadership calendars, coordinate cross-functional meetings, and act as a key liaison for internal and external stakeholders. This is an onsite role requiring a high degree of professionalism, discretion, and adaptability in a fast-paced environment.
 
 
 
 
 
 
 
 Key Responsibilities:
 
 
 
 <ul>
 <li>
 Provide high-level administrative support to two senior executives, including calendar management, meeting coordination, and travel arrangements.
 </li>
 <li>
 Act as a gatekeeper and prioritize requests, ensuring leaders&rsquo; time is optimized and protected.
 </li>
 <li>
 Prepare and edit correspondence, reports, presentations, and meeting materials.
 </li>
 <li>
 Coordinate logistics for onsite and virtual meetings, town halls, and leadership offsites.
 </li>
 <li>
 Manage confidential information with discretion and integrity.
 </li>
 <li>
 Support internal and external communications on behalf of the executives.
 </li>
 <li>
 Track key deliverables, follow up on action items, and support project execution as needed.
 </li>
 <li>
 Liaise effectively with other executive assistants, senior leaders, and business teams across global locations.
 </li>
 <li>
 Handle expense reports, procurement, and invoice processing.
 </li>
 <li>
 Proactively identify opportunities to improve efficiency and streamline administrative processes.
 </li>
 </ul>
 
 
 
 
 
 
 Qualifications:
 
 
 
 <ul>
 <li>
 5+ years of executive support experience, preferably in a fast-paced professional services or global corporate environment.
 </li>
 <li>
 Prior experience supporting multiple senior-level leaders simultaneously.
 </li>
 <li>
 Strong proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and collaboration tools like Teams, Zoom, and SharePoint.
 </li>
 <li>
 Exceptional organizational and time management skills.
 </li>
 <li>
 Strong written and verbal communication abilities.
 </li>
 <li>
 High emotional intelligence, professionalism, and ability to navigate complex, matrixed organizations.
 </li>
 <li>
 Flexibility and resilience to adapt to shifting priorities and urgent needs.
 </li>
 <li>
 Bachelor&rsquo;s degree preferred.
 </li>
 </ul>
 
 
 
 
 
 
 Location
 
 
 
 <ul>
 <li>
 This role requires the employee to be in our New York office all 5 days a week
 </li>
 </ul>
 
 
 
 
 
 Come join the tech shapers and growth makers at Genpact and take your career in the only direction that matters: Up.
 
 
 
 
 
 
 
 Let&rsquo;s build tomorrow together.
 
 
 
 
 
 
 
 The approximate annual base compensation range for this position is $60 to $65/hr. non-exempt The actual offer, reflecting the total compensation package plus benefits, will be determined by a number of factors which include but are not limited to the applicant&rsquo;s experience, knowledge, skills, and abilities; geographic location; and internal equity
 
 
 
 
 
 
 &ldquo;Los Angeles, California based candidates are not eligible for this role.&rdquo;
 
 
 New York, NY area candidates are eligible for this role only.&rdquo;
 
 
 
 
 
 
 Genpact is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion or belief, sex, age, national origin, citizenship status, marital status, military/veteran status, genetic information, sexual orientation, gender identity, physical or mental disability or any other characteristic protected by applicable laws. Genpact is committed to creating a dynamic work environment that values respect and integrity, customer focus, and innovation.
 
 
 
 
 Furthermore, please do note that Genpact does not charge fees to process job applications and applicants are not required to pay to participate in our hiring process in any other way. Examples of such scams include purchasing a 'starter kit,' paying to apply, or purchasing equipment or training.
 
 
</div>

Executive Assistant to Global Business Leader

JPMorganChase

<div>JOB DESCRIPTION 
 
 
Become an integral part of the Commercial and Investment Banking Global Credit Trading &amp; Syndicate team, working in a fast-paced environment where no two days are the same. Be part of a results-oriented team with a strong focus on accuracy, attention to detail, and quality.
As an Executive Administrative Assistant within Commercial and Investment Global Credit Trading &amp; Syndicate, you will demonstrate the ability to navigate the firm effectively and excel in a dynamic, deadline-driven environment, with strong organizational, time management, and polished interpersonal and communication skills. You are expected to exhibit a high level of professionalism, exercise discretion, and consistently deliver high-quality work.
Job Responsibilities
<ul><li>Proactively manage administrative functions independently and communicate issues or delays in advance</li>
<li>Help plan, organize, and execute various events, including providing on-site support at off-site conferences, which will involve travel</li>
<li>Coordinate domestic and international travel arrangements, including logistics and itinerary management</li>
<li>Prepare and submit expense reports accurately and on time, ensuring adherence to company policies and guidelines</li>
<li>Manage a high volume of emails by prioritizing requests and responding promptly and professionally</li>
<li>Handle incoming calls with professionalism, triage inquiries, escalate as appropriate, and ensure timely follow-up</li>
<li>Partner closely with the administrative team to ensure seamless coverage, knowledge sharing, and consistent support</li>
<li>Provide proactive support on overflow work, ad hoc requests, and special projects</li>
</ul>Required qualifications, capabilities and skills
<ul><li>At least five years of administrative experience</li>
<li>Ability to travel to provide on-site support at off-site events
</li><li>Strong interpersonal, written, and verbal communication skills</li>
<li>Tech-savvy, with the ability to leverage tools and systems to drive efficiency and streamline processes</li>
<li>Advance ability to organize
</li><li>Ability to manage responsibilities independently, anticipate needs, and communicate potential issues proactively; demonstrates sound judgment and a sense of urgency in handling high-volume scheduling demands</li>
<li>Team-oriented, with a strong commitment to collaboration and continuity of coverage
</li><li>Strong Proficiency in Microsoft Office Suite</li>
</ul>Preferred qualifications, capabilities, and skills
<ul><li>Experience supporting at the Managing Director level (or equivalent) or above
</li><li>College degree is a plus
</li></ul>Note: This role requires five days in the office (Mon-Fri) and will not support Hybrid option
ABOUT US 
 
 
<div><div>JPMorganChase, one of the oldest financial institutions, offers innovative financial solutions to millions of consumers, small businesses and many of the world's most prominent corporate, institutional and government clients under the J.P. Morgan and Chase brands. Our history spans over 200 years and today we are a leader in investment banking, consumer and small business banking, commercial banking, financial transaction processing and asset management.
</div><div>We offer a competitive total rewards package including base salary determined based on the role, experience, skill set and location. Those in eligible roles may receive commission-based pay and/or discretionary incentive compensation, paid in the form of cash and/or forfeitable equity, awarded in recognition of individual achievements and contributions. We also offer a range of benefits and programs to meet employee needs, based on eligibility. These benefits include comprehensive health care coverage, on-site health and wellness centers, a retirement savings plan, backup childcare, tuition reimbursement, mental health support, financial coaching and more. Additional details about total compensation and benefits will be provided during the hiring process.
<div>We recognize that our people are our strength and the diverse talents they bring to our global workforce are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at our company. We do not discriminate on the basis of any protected attribute, including race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. We also make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as mental health or physical disability needs. Visit our FAQs for more information about requesting an accommodation.
JPMorgan Chase &amp; Co. is an Equal Opportunity Employer, including Disability/Veterans 
</div></div></div> 
 
ABOUT THE TEAM
 
 
J.P. Morgan's Commercial &amp; Investment Bank is a global leader across banking, markets, securities services and payments. Corporations, governments and institutions throughout the world entrust us with their business in more than 100 countries. The Commercial &amp; Investment Bank provides strategic advice, raises capital, manages risk and extends liquidity in markets around the world.</div>

Executive Administrative Assistant

AdaptHealth

<div>Description:

Position Summary:
The Senior Executive Assistant (EA), C Suite &amp; Office Operations Manager provides high level executive support to multiple C Suite leaders while overseeing the daily operations of AdaptHealth&rsquo;s NYC Executive Office. This role blends advanced administrative leadership with operational management, ensuring the executive workplace functions efficiently, professionally, and in alignment with organizational priorities. The EA serves as a central coordination point for executive needs, office logistics, vendor relationships, and cross functional communication. Operating in a fast paced, high visibility environment, this position requires exceptional judgment, proactive problem solving, and the ability to manage complex priorities with discretion. This role is a hybrid position; in person in the NYC Executive Office based on business need. Reports to the Senior Executive Assistant, CEO Office.
Essential Functions and Job Responsibilities:
Executive Support<ul><li>
Lead complex calendar and priority management across multiple C Suite executives, ensuring alignment, efficiency, and readiness for all commitments.</li><li>
Act as the primary liaison for internal and external inquiries, exercising exceptional professionalism, confidentiality, and judgment.</li><li>
Prepare, refine, and organize briefing documents, executive summaries, presentations, and strategic materials.</li><li>
Proactively anticipate needs, resolve scheduling challenges, and ensure executives are equipped with the necessary information and resources.</li><li>
Maintain organized executive files and workflows to support seamless operations.</li></ul>
Office Operations Management<ul><li>
Oversee day to day operations of the NYC Executive Office, ensuring a professional, efficient, and well supported workspace.</li><li>
Manage vendor relationships&mdash;including facilities, IT support, building management, catering, and office services&mdash;and ensure quality execution of service agreements.</li><li>
Maintain office supply inventory, oversee procurement, and manage budget-conscious purchasing decisions.</li><li>
Serve as the on site operational lead, coordinating timely solutions to office, facility, or workspace issues.</li><li>
Oversee logistics for onsite visitors, new hires, and traveling executives, ensuring workspace readiness and a positive guest experience.</li><li>
Support compliance with facility and security requirements, including access coordination and building protocols.</li></ul>
Collaboration &amp; Communication<ul><li>
Serve as a key liaison between C Suite executives, internal teams, board members, and external partners, ensuring accurate and timely communication of priorities.</li><li>
Draft and route correspondence, manage follow ups, and maintain alignment across executive stakeholders.</li><li>
Partner closely with the Senior Executive Assistant and broader EA team to ensure integrated and consistent support across the C Suite.</li></ul>
Meeting &amp; Event Coordination<ul><li>
Coordinate leadership and cross functional meetings, including agenda creation, material preparation, minutes capture, and action item tracking.</li><li>
Organize and support NYC-based executive events, leadership sessions, and onsite programming.</li><li>
Assist with board meeting preparation, including materials, logistics, and scheduling.</li></ul>
Travel &amp; Expense Management<ul><li>
Arrange domestic and international travel&mdash;including flights, accommodations, ground transportation, and detailed itineraries&mdash;for multiple C Suite leaders.</li><li>
Ensure timely and compliant submission, reconciliation, and tracking of executive expenses.</li></ul>
Project Support<ul><li>
Support special projects through research, data collection, analysis, and report preparation.</li><li>
Track milestones, deadlines, and project deliverables to ensure timely progress and follow through.</li><li>
Maintain adherence to regulatory and privacy requirements, including HIPAA compliance.</li><li>
Maintains patient confidentiality and functions within the guidelines of HIPAA.</li><li>
Completes assigned compliance training and other education programs as required.</li><li>
Maintains compliance with AdaptHealth's Compliance Program.</li><li>
Performs other related duties as assigned.</li></ul>
Competency, Skills and Abilities:<ul><li>
Exceptional organizational and time management skills</li><li>
Strong written/verbal communication; proficiency in Microsoft Office Suite</li><li>
High discretion, multitasking under pressure, analytical problem-solving</li><li>
Proactive, adaptable in fast-paced settings</li><li>
Leadership-oriented, resourceful and capable of navigating ambiguity</li><li>
Results-driven, committed to continuous improvement</li></ul>
Requirements:

Education and Experience Requirements:<ul><li>
Bachelor's degree in Business Administration, Communications, or related field preferred</li><li>
Minimum 5 years executive assistant experience, preferably healthcare/corporate</li></ul>
Physical Demands and Work Environment:<ul><li>
Work environment may be stressful at times, as overall office activities and work levels fluctuate</li><li>
Must be able to bend, stoop, stretch, stand, and sit for extended periods of time</li><li>
Subject to long periods of sitting and exposure to computer screen</li><li>
Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use</li><li>
Must be able to lift 30 pounds as needed</li><li>
Excellent ability to communicate both verbally and in writing</li><li>
May be exposed to angry or irate customers or patients</li></ul></div>

Senior Executive Assistant, C-Suite & Office Operations Manager

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