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American Medical Systems, LLC · 15 hours ago

Executive Assistant

Toms River, NJ

Full-time

Onsite

Mid Level

$80K/yr - $95K/yr

3+ years exp

American Medical Associates is a multi-site healthcare organization looking for a strong Executive Assistant to support the Chief Operating Officer. The role involves managing the COO's priorities, communications, and complex calendars, as well as coordinating travel arrangements and assisting with various leadership and strategic initiatives.

Health CareManufacturingProduct Design

Diversity & Inclusion

Responsibilities

Serve as the primary point of contact for the COO, managing priorities, communications, and follow-up on key initiatives

Manage and maintain complex calendars, including scheduling meetings, internal touchpoints, external vendor calls, and on-site facility visits across multiple regions and time zones

Coordinate travel arrangements, itineraries, and accommodations

Assist with scheduling leadership meetings, board sessions, team events, and strategic planning sessions

Prepare meeting agendas, talking points, briefing materials, internal communications and follow-up action plans

Capture and distribute meeting minutes, ensuring clarity in assigned tasks and next steps

Coordinate and track regional projects, initiatives, and deliverables to ensure deadlines and objectives are met

Maintain organized filing systems to support efficient documentation and data retrieval

Act as a liaison between the COO, executive team, regional leaders, administrators, and department heads by ensuring clear communication and follow-through

Assist with special projects as assigned by executive leadership, including data collection, research, vendor coordination, and cross-departmental initiatives

Build and maintain trusted relationships with executive team, regional leaders, administrators, and department heads

Represent the COO in interactions with executive team, regional leaders, administrators, and department heads by upholding a high level of professionalism and discretion

Maintain a high level of confidentiality regarding sensitive organizational, financial, personnel, and strategic information

Qualification

Executive Assistant experienceMicrosoft Office SuitePower BILong-term care experienceDecision makingCommunication skillsOrganizational skillsConfidentiality

Required

3-5 years of experience as an Executive Assistant, Administrative Manager, or similar role reporting to C-Suite level executives in a healthcare setting

High proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook) and Power BI

Must possess the ability to make independent decisions when circumstances warrant such action

Must be willing to travel as needed

Must be able to work full-time hours in-office

Must be available for occasional travel as needed

Must be able to move intermittently throughout the workday

Meets general health requirements according to company policy

Ability to work beyond normal working hours and on weekends and holidays when necessary