About this position
Position Summary:
The Senior Executive Assistant (EA), C Suite & Office Operations Manager provides high level executive support to multiple C Suite leaders while overseeing the daily operations of AdaptHealth’s NYC Executive Office. This role blends advanced administrative leadership with operational management, ensuring the executive workplace functions efficiently, professionally, and in alignment with organizational priorities. The EA serves as a central coordination point for executive needs, office logistics, vendor relationships, and cross functional communication. Operating in a fast paced, high visibility environment, this position requires exceptional judgment, proactive problem solving, and the ability to manage complex priorities with discretion. This role is fully in person in the NYC Executive Office and reports to the Senior Executive Assistant, CEO Office.
Essential Functions and Job Responsibilities:
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
Education and Experience Requirements:
- Bachelor's degree in Business Administration, Communications, or related field preferred
- Minimum 5 years executive assistant experience, preferably healthcare/corporate
Physical Demands and Work Environment:
- 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