Senior Executive Assistant, C-Suite & Office Operations Manager

Description

Executive Support

• →Lead complex calendar and priority management across multiple C Suite executives, ensuring alignment, efficiency, and readiness for all commitments.
• →Act as the primary liaison for internal and external inquiries, exercising exceptional professionalism, confidentiality, and judgment.
• →Prepare, refine, and organize briefing documents, executive summaries, presentations, and strategic materials.
• →Proactively anticipate needs, resolve scheduling challenges, and ensure executives are equipped with the necessary information and resources.
• →Maintain organized executive files and workflows to support seamless operations.

Office Operations Management

• →Oversee day to day operations of the NYC Executive Office, ensuring a professional, efficient, and well supported workspace. 
• →Manage vendor relationships—including facilities, IT support, building management, catering, and office services—and ensure quality execution of service agreements. 
• →Maintain office supply inventory, oversee procurement, and manage budget-conscious purchasing decisions. 
• →Serve as the on site operational lead, coordinating timely solutions to office, facility, or workspace issues. 
• →Oversee logistics for onsite visitors, new hires, and traveling executives, ensuring workspace readiness and a positive guest experience. 
• →Support compliance with facility and security requirements, including access coordination and building protocols.

Collaboration & Communication

• →Serve as a key liaison between C Suite executives, internal teams, board members, and external partners, ensuring accurate and timely communication of priorities. 
• →Draft and route correspondence, manage follow ups, and maintain alignment across executive stakeholders. 
• →Partner closely with the Senior Executive Assistant and broader EA team to ensure integrated and consistent support across the C Suite.

Meeting & Event Coordination

• →Coordinate leadership and cross functional meetings, including agenda creation, material preparation, minutes capture, and action item tracking. 
• →Organize and support NYC-based executive events, leadership sessions, and onsite programming. 
• →Assist with board meeting preparation, including materials, logistics, and scheduling.

Travel & Expense Management

• →Arrange domestic and international travel—including flights, accommodations, ground transportation, and detailed itineraries—for multiple C Suite leaders. 
• →Ensure timely and compliant submission, reconciliation, and tracking of executive expenses.

Project Support

• →Support special projects through research, data collection, analysis, and report preparation. 
• →Track milestones, deadlines, and project deliverables to ensure timely progress and follow through. 
• →Maintain adherence to regulatory and privacy requirements, including HIPAA compliance.
• →Maintains patient confidentiality and functions within the guidelines of HIPAA.
• →Completes assigned compliance training and other education programs as required.
• →Maintains compliance with AdaptHealth's Compliance Program.
• →Performs other related duties as assigned.

Competency, Skills and Abilities: 

• →Exceptional organizational and time management skills
• →Strong written/verbal communication; proficiency in Microsoft Office Suite
• →High discretion, multitasking under pressure, analytical problem-solving
• →Proactive, adaptable in fast-paced settings
• →Leadership-oriented, resourceful and capable of navigating ambiguity
• →Results-driven, committed to continuous improvement

Requirements

• Bachelor's degree in Business Administration, Communications, or related field preferred
• Minimum 5 years executive assistant experience, preferably healthcare/corporate

• Work environment may be stressful at times, as overall office activities and work levels fluctuate
• Must be able to bend, stoop, stretch, stand, and sit for extended periods of time
• Subject to long periods of sitting and exposure to computer screen
• Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use
• Must be able to lift 30 pounds as needed
• Excellent ability to communicate both verbally and in writing
• May be exposed to angry or irate customers or patients