Executive Assistant at Private Health Management in NY, USA
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Job Description
<p><strong>About the role:</strong> An accomplished executive and business owner seeks a Part-Time Executive Assistant to provide exceptional support to him and those who rely on him, ensure smooth operations of his business and personal life, and champion his ethos of empathy, positivity, and high performance.</p><p><strong>Job Summary:</strong> As a Part-Time Executive Assistant, you will support the Executive’s highly dynamic call, meeting and travel schedule, conduct research for conferences and presentations, and coordinate multi-participant calls and meetings, locally, nationally and internationally. Your kindness, empathy, and unflappable positivity will make you an invaluable member of the team and an extension of his personal brand.</p><p><strong>Key Responsibilities:</strong></p><ul><li><strong>Travel Coordination:</strong> Plan and manage complex travel itineraries, ensuring effectiveness and efficiency.</li><li><strong>Research and Preparation:</strong> Conduct advance research for conferences, presentations, and individual meetings with high profile individuals.</li><li><strong>Client and Team Interaction:</strong> Serve as a friendly point of contact, fostering a supportive work environment. Always have time for people and make them feel appreciated.</li><li><strong>Meeting Coordination:</strong> Organize and manage the executive’s participation in complex meetings, including board meetings, and arrange materials directly related to executive’s responsibilities in advance.</li><li><strong>Administrative Support:</strong> Manage calendars, organize files, and handle administrative tasks such as email management and expense reporting.</li><li><strong>Communication and Writing:</strong> Create brief written materials like bio sketches, exhibit excellent communication skills with a knack for knowing your audience. Coordinate with technology resources to ensure a reliable technical environment.</li></ul><p><strong>Qualifications:</strong></p><ul><li>Been there. Done that. 10+ years of experience supporting sophisticated executives.</li><li><strong>Critical Thinking and Positivity:</strong> Utilize strong critical thinking skills, prioritization skills, maintain calm under pressure, and bring high energy and positivity to the role.</li><li>A self-starter with an uncanny ability to anticipate what happens next. Great critical thinking abilities and a calm demeanor under pressure. You’re known for your high energy and relentlessly positive attitude.</li><li>Exceptional organizational and time-management skills.</li><li>Strong research and communication skills.</li><li>Professionalism, discretion, and confidentiality.</li><li>Unquestionably high ethical standards.</li><li>Kind, empathetic, and joyful personality.</li></ul><p><strong>Why This Role Is Great:</strong></p><ul><li>Flexible part-time hours.</li><li>Work with a respected healthcare executive serving on the boards of multiple public companies.</li><li>Supportive work environment.</li><li>Engagement with successful, talented, and sophisticated counterparties.</li><li>Make a meaningful impact in the lives of people facing serious illness.</li></ul><p><strong>How to Apply:</strong> Apply using your resume and a cover letter detailing your experience and fit for this role to <a href="mailto:grant@thetalentbrokerage.com">grant@thetalentbrokerage.com</a> with the subject line "Part-Time Executive Assistant Application” or use the application portal available below. We’ll follow up with any qualified resumes promptly and schedule time to discuss the position.</p>
AI Powered Job Insights
An accomplished executive and business owner is seeking a dedicated Part-Time Executive Assistant to provide essential support in both business and personal capacities. This dynamic role prioritizes empathy, positivity, and high performance, making it a unique opportunity for experienced candidates. 📍 Location: NY, USA 💼 Position: Part-Time Executive Assistant ⏰ Type: Part-time 📅 Date Posted: 2024-07-02 Role Summary: - Support a busy executive's call, meeting, and travel schedule. - Conduct meaningful research for presentations and conferences. - Be a friendly point of contact contributing to a positive work environment. What You'll Do: - Travel Coordination: Manage intricate travel itineraries effectively. - Research and Preparation: Prepare materials for high-profile meetings and conferences. - Client and Team Interaction: Foster a supportive environment by engaging with clients and colleagues. - Meeting Coordination: Organize board meetings, ensuring all necessary materials are prepared. - Administrative Support: Handle calendar management, file organization, and email correspondence. - Communication and Writing: Create concise written materials tailored to various audiences. What's Needed: - 10+ years of experience in supporting high-level executives. - Strong critical thinking and prioritization skills, demonstrating calm under pressure. - High energy and a positively relentless attitude. - Exceptional organizational and time-management capabilities. - Outstanding research and communication skills, with a strong ethical foundation. - A kind, empathetic, and joyful personality, contributing to a positive workplace culture. Why This Role Is Attractive: - Flexible part-time hours to fit lifestyle needs. - Opportunity to work with a respected healthcare executive. - Join a supportive and engaging work environment, impacting lives positively.
Top Interview Questions
- Q: Can you describe your experience supporting busy executives and how you prioritize tasks in a high-pressure environment?
A: In my previous role, I supported a CEO with a dynamic schedule. To prioritize tasks, I utilized a combination of task management software and the Eisenhower Matrix to categorize tasks by urgency and importance. This approach enabled me to focus on high-impact activities while ensuring that routine tasks were also completed efficiently. For example, I often prepped materials for upcoming meetings while also managing last-minute travel changes.
- Q: How do you plan and coordinate complex travel itineraries for executives?
A: I begin travel planning by understanding the executive's preferences and schedule, then I research the best options for flights, accommodations, and transportation. I use tools like Google Flights and travel management software to find optimal routes. I also anticipate potential disruptions by keeping informed about weather and travel advisories. For instance, while organizing a multi-city trip, I arranged for flexible booking options to accommodate any changes.
- Q: Describe a situation where you had to conduct research for a conference or presentation. What was your approach?
A: For a recent conference, I was tasked with preparing the executive's presentation on emerging healthcare trends. I started by reviewing credible sources like academic journals and industry publications. After compiling the data, I organized it into a clear, concise format, and created a presentation deck that highlighted key points. I also fact-checked and practiced the delivery with the executive, which ultimately contributed to a successful presentation.
- Q: What strategies do you employ to ensure effective communication and relationship-building with clients and team members?
A: I prioritize open and approachable communication by actively listening and being responsive. I use tools like Slack and video conferencing for regular updates and check-ins. Building relationships involves understanding individual preferences and adapting my communication style accordingly. For example, I once coordinated a team-building exercise that allowed us to share personal stories, which increased camaraderie and collaboration among the team.
- Q: How do you approach project deadlines and manage multiple responsibilities simultaneously?
A: Managing multiple responsibilities requires effective planning and organization. I break larger projects into smaller, manageable tasks with specific deadlines and use project management software to track progress. For example, while managing the logistics of an event that included client meetings, I maintained a detailed timeline that outlined each task's deadlines and priorities, ensuring everything was accomplished on time without compromising quality.
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Salary Benefits
$35 - $50 /year
Want to apply directly?
Apply for the Executive Assistant position at Private Health Management in NY, USA using https://www.indeed.com/viewjob?jk=d6efbc21dc6a6a94
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