Executive Assistant
Location: Generation Next Fertility – Manhattan, NYC
Job Type: Full-Time, On-Site
Compensation: $75,000-90,000 annually
Reports to: Associate Director of Clinical Operations and Founders
About the Opportunity
Generation Next Fertility is redefining fertility care for the next generation of women through innovation, empathy, operational excellence, and an exceptional patient experience.
We are seeking an organized, proactive Executive Assistant to provide direct administrative and project support to the Associate Director of Clinical Operations and Founders. This position helps leadership stay organized, prepared, and informed while ensuring that priorities, commitments, and assigned projects move forward.
The ideal candidate anticipates needs, communicates clearly, exercises sound judgment, and follows through consistently. You should be comfortable handling confidential information, coordinating across departments, and managing competing priorities in a fast-paced healthcare environment.
Key Responsibilities
Executive and Administrative Support
- Coordinate calendars, meetings, and scheduling logistics for the Associate Director of Clinical Operations and Founders.
- Prepare meeting agendas, gather supporting materials, and ensure leadership is prepared for upcoming meetings and commitments.
- Draft, proofread, organize, and distribute correspondence, presentations, reports, and internal communications.
- Maintain organized electronic records and filing systems, ensuring information is accurate and accessible.
- Assist with travel arrangements, expense reporting, and invoice coordination as needed.
- Anticipate administrative needs and address scheduling conflicts or missing information promptly.
Meeting Coordination and Follow-Through
- Document meeting decisions, action items, assigned responsibilities, and deadlines.
- Maintain task lists and trackers for leadership priorities and ongoing initiatives.
- Follow up with department leads and other stakeholders on outstanding deliverables.
- Provide concise progress updates and flag delays, unresolved questions, or items requiring leadership decisions.
Project and Organizational Support
- Assist with planning and coordinating projects assigned by the Associate Director of Clinical Operations and Founders.
- Organize project materials, timelines, and communications to support timely completion.
- Assist with preparing and updating standard operating procedures, checklists, training materials, and workflow documents.
- Gather information, conduct research, and prepare summaries or comparisons to support leadership decisions.
- Compile departmental updates and maintain administrative reporting and tracking systems.
- Support the implementation of approved processes by coordinating materials, communications, and follow-up.
Communication and Confidentiality
- Serve as a reliable point of contact for matters within the role’s assigned scope.
- Coordinate professionally with clinical teams, administrative staff, vendors, and external partners.
- Handle sensitive business, employee, and patient information with discretion and confidentiality.
- Exercise judgment when responding to requests and recognize when issues require leadership attention.
- Collaborate with the Senior Executive Administrator and other team members to coordinate shared responsibilities.
Qualifications
- Approximately 2–4 years of relevant experience in executive assistance, administrative support, project coordination, or a comparable role.
- Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
- Excellent written and verbal communication skills.
- Strong attention to detail and the ability to prepare accurate, professional documents.
- Demonstrated ability to anticipate needs, take initiative, and follow assignments through completion.
- Professionalism, discretion, and sound judgment when handling confidential information.
- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, with the ability to learn new systems quickly.
- Ability to work independently and collaborate effectively across departments.
- Bachelor’s degree or equivalent relevant professional experience.
- Experience in healthcare or another fast-paced, service-oriented environment preferred.
What Success Looks Like
- Leadership calendars, meetings, and materials are organized and prepared in advance.
- Action items and commitments receive consistent follow-up.
- Documents, reports, and communications are accurate and delivered on time.
- Assigned projects progress with clear tracking and timely escalation of obstacles.
- Leadership receives dependable administrative support and clear updates.
Work Environment and Schedule
This is a full-time, on-site position based at Generation Next Fertility’s Manhattan office, working closely with leadership, clinical, and administrative teams.
The regular weekday schedule is 8:00 AM–5:00 PM, with alternating Saturday coverage from 9:00 AM–3:00 PM. When assigned a Saturday shift, a compensation day off will be provided.