Executive Assistant and Contract Administrator

Required Qualifications

• Associate’s or Bachelor’s degree preferred.
• Minimum of five (5) years of progressively responsible executive administrative support experience, preferably supporting a C-suite executive.
• Paralegal Certificate from an accredited educational institution required.
• Current New York State Notary Public commission required.
• Experience administering contracts, records management systems, or executive office operations preferred.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, and related business software.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail.

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Strong administrative and office management abilities.
• Excellent judgment in prioritizing work and managing competing demands.
• Ability to maintain strict confidentiality.
• Strong proofreading, document preparation, and records management skills.
• Working knowledge of contract administration, document control, records retention, and legal documentation processes.
• Professional demeanor
• Ability to anticipate administrative needs and proactively resolve routine issues.
• Ability to work independently while recognizing when executive guidance is required.
• Ability to coordinate multiple projects simultaneously while maintaining accuracy and meeting deadlines.
• Flexibility and adaptability in a dynamic operational environment.

Core Competencies

• Integrity and professionalism
• Confidentiality and discretion
• Organization and planning
• Initiative
• Accountability
• Communication
• Customer service
• Attention to detail
• Reliability
• Adaptability

Working Relationships

The Executive Assistant and Contract Administrator regularly interacts with:

• Chief Executive Officer
• Chief Operating Officer Executive Leadership Team
• Department Vice Presidents and Directors
• Administrative support staff
• Internal and external legal counsel
• Donor hospitals and healthcare partners
• Board members
• Vendors, consultants, and contractors
• Government and regulatory representatives, as appropriate

Performance Expectations

Success in this role is demonstrated by:

• Effective management of the COO’s calendar and priorities.
• Accurate and timely coordination of meetings, travel, and executive activities.
• Effective administration of contract workflows and maintenance of contract records.
• Professional, responsive, and courteous communication.
• Reliable follow-through on assignments and commitments.
• Accurate preparation of correspondence, reports, presentations, and executive documentation.
• Protection of confidential and sensitive information.
• Consistent administrative support that enables the COO to focus on organizational leadership and operational oversight.