Senior Administrative Assistant

4 months

Onsite - New York, NY

Pay Range : $34-$36 / hr

Must Have :

• Bachelor's Degree is required
• 3+ years of related experience
• Advanced Proficiency with the Microsoft Office programs, especially Word & Excel
• Applicant must be willing to learn new systems and adapt quickly to academic environment

Preferred :

• Higher education and / or non-profit industry experience
• Degree is in English or related subject
• Knowledge of medical terminology

Job Summary :

Reporting to Chief of Staff and the Interim Chair of the Department of Medicine, the Executive Assistant will provide personalized and confidential administrative support to the department Chair with discretion and independent judgment.

The candidate will interface with senior and administrative staff members and a wide array of University and Hospital offices, faculty members, corporations, and government agencies.

Responsibilities

• Provide executive-level support for the Interim Chair and senior administrators; resolve problems independently, relieving the Administrators of matters of detail.
• Screen all incoming calls, mail and visitors.
• Handle or redirect contacts and communications not requiring the immediate and personal attention of the Chair and senior leadership.

Draft and initiate correspondence; and maintain confidential files.

Manage the Chair's calendar, using sound judgment in determining priorities and overseeing all engagements and extensive travel schedule.

Schedule meetings, conferences and appointments; and advise attending parties of subject matter and providing required material.

• Coordinate and assist in gathering resource information for meetings and presentations and ensure adequate supplies. Prepare reports and presentation materials.
• Take and manage manuscripts, journals and correspondence.
• Assist with coordinating and organizing departmental conferences and events. Maintain follow up on important projects and assignments.
• Act as liaison between the Chair's office and other departments within the hospital / university and other institutions.

Work with faculty and staff to provide information as needed.

Perform additional related duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent in training and experience, with at at least three years of related experience
• Strong interpersonal and organizational skills are required, as well as the ability to exercise initiative and sound judgment
• Ability to think and write clearly and to edit material accurately
• Ability to work under pressure, meet deadlines and handle highly confidential information and material
• Ability to handle multiple projects simultaneously and to prioritize tasks while maintaining responsibility for timely execution
• Excellent writing, proofreading and editing skills
• Proficiency in business software applications (Excel, Word, PowerPoint, e-mail, calendar, etc.)

Preferred Qualifications

• Bachelor’s degree in English or related subject
• Knowledge of medical terminology

Other Requirements

• Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams.
• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely manner.
• Ability to communicate effectively in both oral and written form.
• Ability to work independently and follow through and handle multiple tasks simultaneously.
• Ability to work with a variety of individuals and groups constructively and respectfully while appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities.
• Strong proficiency in Microsoft Office (Word & Excel) or similar software is required as an ability and willingness to learn new systems and programs.
• Must be a motivated individual with a positive mindset and exceptional work ethic.

Private Principals located in Monroe, NY , are seeking an experienced Executive Assistant to serve as the Principals liaison, for all professional business affairs between their corporate offices located in Midtown -Manhattan, NY and on their 30 acres of property just North of Tuxedo in Orange County, NY .

The well seasoned Executive Assistant will have the knowledge to ensure the smooth and efficient daily operations and management of the estate, business dealings and volume of globally staffed employees, ensuring performance levels have exceeded the principals expectations, meeting the highest levels of standards, and administrative support with the experience to get the job done right.

Flexibility and someone who will listen and accept criticism (if / when needed) will work best. Prior experience working with UHNW individuals and confidentiality is required and held to the highest regard handling sensitive information and estate matters.

Position Requirements

• Work Hours : On site, Monday-Friday, Must be flexible for evenings, weekends as needed
• Years of Experience (5 + years) working in a similar role, UHNW estate operations
• Must have excellent organizational and multitasking skills, with the ability to prioritize and meet deadlines.
• Strong leadership, team management abilities, and forward planning skills
• Excellent communicator, well spoken and articulate, with a top eye for detail in every respect
• Experienced with expenses and reconciliation, financial management and budgeting
• Minimum of 2 References
• Pass stringent background checks and drug testing upon offer of hire

Position Compensation

• Health Insurance : Yes

Medidata : Power Smarter Treatments and Healthier People

Medidata : Powering Smarter Treatments and Healthier People

Medidata, a Dassault Systèmes company, is leading the digital transformation of life sciences, creating hope for millions of people.

Medidata helps generate the evidence and insights to help pharmaceutical, biotech, medical device and diagnostics companies, and academic researchers accelerate value, minimize risk, and optimize outcomes.

More than one million registered users across 2,000+ customers and partners access the world's most trusted platform for clinical development, commercial, and real-world data.

Known for its ground-breaking technological innovations, Medidata has supported more than 30,000 clinical trials and 9 million study participants.

And Medidata’s ongoing commitment to infusing the patient voice into trial designs and solutions is helping to create a better and more inclusive experience for all participants in clinical studies.

Medidata is involved in nearly 40% of company-initiated trial starts globally, with studies conducted in more than 140 countries.

More than 70% of novel drugs approved by the Food and Drug Administration (FDA) in 2022 were developed with Medidata software.

Medidata is headquartered in New York City and has offices around the world to meet the needs of its customers. Discover more at and follow us @medidata.

Your Mission :

Medidata Executive Assistants (EAs) are skilled professionals responsible for performing administrative duties of advanced degrees of complexity for the assigned Executive.

The EAs have customary responsibilities such as managing correspondence which is often of a confidential nature, communication on behalf of the Executive, and acting as a gatekeeper, in addition to handling special projects such as coordination of complex meetings.

In keeping with these duties, EAs are to develop an acute understanding of their Executives’ work style and requirements, and to utilize this understanding to decide which scheduled events, meetings, and requests are most appropriate for the allocation of the Executive’s time.

EAs are expected to accept the delegation of less consequential executive tasks, to perform those tasks with minimal disruption to the Executive, to actively listen and resolve problems, and to anticipate and meet the challenges of a fast-paced environment.

In summary, Medidata EAs are expected to conform to the highest standards of performance, dependability, and professionalism.

• Coordinate travel and prepare subsequent expense reports
• Organize and maintain multiple calendars, including interaction with external and internal resources, from assistants to executives
• Arrange meetings varying from team meetings to external vendors
• Coordinate catering as needed for on- and off-site meetings
• Assist with on-boarding new department hires
• Other ad-hoc responsibilities as assigned

Your Competencies :

• Discretion and the ability to maintain strict confidence
• Excellent communication skills, both verbal and written
• Effective interpersonal skills at all levels within the company
• Excellent organization skills and strong attention to detail; ability to prioritize and manage multiple projects simultaneously
• Ability to work independently with sometimes little or no supervision
• Flexible, positive approach in a fast-paced environment

Your Education & Experience :

• Bachelors degree preferred, or relevant experience
• 5+ years experience as an Executive Assistant

The salary range posted below refers only to positions that will be physically based in New York City. As with all roles, Medidata sets ranges based on a number of factors including function, level, candidate expertise and experience, and geographic location.

Pay ranges for candidates in locations other than New York City, may differ based on the local market data in that region.

The base salary pay range for this position is $66,000 - $88,000.

Base pay is one part of the Total Rewards that Medidata provides to compensate and recognize employees for their work. Most sales positions are eligible for a commission on the terms of applicable plan documents, and many of Medidata’s non-sales positions are eligible for annual bonuses.

Medidata believes that benefits should connect you to the support you need when it matters most and provides best-in-class benefits, including medical, dental, life and disability insurance;

401(k) matching; unlimited paid time off; and 10 paid holidays per year.

Equal Employment Opportunity

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Medidata are based on merit, qualifications and abilities.

Medidata is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants without regard to race, color, religion, gender, sex (including pregnancy, childbirth or medical or common conditions related to pregnancy or childbirth), sexual orientation, gender identity, gender expression, marital status, familial status, national origin, ancestry, age, disability, veteran status, military service, application for military service, genetic information, receipt of free medical care, or any other characteristic protected under applicable law.

Medidata will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.

The Opportunity

The Executive Assistant supports one consultant by providing ongoing assistance in all aspects of client engagements and playing an ownership role in the oversight of administrative tasks.

The role requires an individual capable of planning, executing and finalizing projects according to strict deadlines. This includes acquiring resources and coordinating the efforts of team members and clients in order to deliver projects according to plan.

The Executive Assistant must proactively manage changes in project scope, identify potential crises and devise contingency plans on a regular basis.

The successful candidate will be highly flexible, a strong multitasker on many levels and relish the variety and unpredictability of juggling multiple assignments and changing priorities.

The Executive Assistant must ensure discreet handling of all interactions with clients, candidates, etc.

What You’ll Do

Administrative

• Arrange all scheduling, including but not limited to, client meetings, business development meetings, assignment related meetings, internal meetings, video conferencing, etc.
• Manage complex calendars and prioritize meetings / calls as needed.
• Arrange and coordinate complex and detailed travel plans, itineraries, and agendas for both consultants and external parties.

Compile documents for travel-related meetings.

• Process expense reimbursements for consultants and external parties.
• Compose, prepare, and edit confidential correspondence.
• Perform additional administrative support activities, including but not limited to, fielding telephone calls, receiving and directing visitors, event planning, and other ad-hoc projects as requested.
• Ensure that our global database is up-to-date and accurate; including but not limited to, all client / internal documents, client / candidate information, notes, emails, and appointments.
• Hold additional office / reception responsibilities as needed to ensure the office is operating smoothly. Provides ad-hoc support to other Executive Assistants when requested to assist with work overflow as capacity allows, and as determined by your manager.

Search Coordination

• Serve as client liaison assisting consultant in maintenance of daily search activities. Acts as the single point of contact for all key logistical matters.
• Communicate directly, and on behalf of the consultant, on client and internal mandates. Provides a bridge for smooth communication between the consultant and external / internal team members.
• Take a proactive approach to assist with various client needs during a consultant’s absence.
• Work closely and effectively with consultant and research stakeholders to ensure deadlines are met and client and candidate needs are served.
• Produce high quality client deliverables, ensuring completion within designated timeframes. Successfully complete critical aspects of deliverables with a hands-on approach.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on time-sensitive projects to successful completion.
• Assist accounting department with billing, client invoicing, and receivables.
• Build positive relationships and interface regularly with high-level executive involved in highly confidential projects.

Business Development

• In partnership with the Consultant, create and own the process to drive the Consultant’s business development strategy.
• Collaborate with consultant, research and others on the team in the production of high quality marketing presentations and materials and holds responsibility for the finalization of materials for pitches and events.

Requirements

What We’re Looking For

• Bachelor’s degree preferred
• A minimum of 5 years’ experience serving in an administrative function, ideally within a professional services firm.
• Organized multi-tasker : able to manage multiple projects with set deadlines as time management, pattern recognition, prioritization, diligent attention to detail and judgment are critical in this role.
• Resourceful problem solver : ability to work in ambiguous environments and comfortable with the unknown, as well as work well under pressure, solve problems.
• Self-starter : highly motivated, excellent work ethic and self-assured, not easily thrown, able to think on your feet.
• Strong communicator : Exceptional interpersonal and communication skills (both oral and written). Ability to interact professionally with executive stakeholders and colleagues alike.
• Natural collaborator : desire to help foster and preserve a company culture where all are welcome, included, and given the opportunity to succeed.

Collaborative team player, with a track record of maximizing the team as well as individual performance.

About Us

Egon Zehnder is the world’s preeminent executive search and leadership advisory firm, inspiring leaders to navigate complex questions with human answers.

We help organizations get to the heart of their leadership challenges and offer honest feedback and insights to help leaders realize their true being and purpose.

We believe that together we can transform people, organizations and the world through leadership.

What It’s Like to Work Here

We operate as one unified team with expertise across industries, functions and geographies. Our organization can be described as high performing and collaborative combined with a caring and respectful culture.

We are proud to have made connections and live our values through our Employee Resource Groups and DE&I initiatives :

• B@EZ - Blacks at Egon Zehnder
• EZ+ at Egon Zehnder - LGBTQ+ at Egon Zehnder
• HOLA Hispanic / LatinX Organization for Leadership Advancement
• AZN Asian American, South Asian or Pacific Islander at Egon Zehnder
• EZLiving - Healthy Lifestyle
• Families at Egon Zehnder

Our Offices

Since its founding in a Zurich townhouse in 1964, Egon Zehnder has grown to 63 offices in 36 countries. We have 2300 global employees and 450 US employees.

Our U.S. Offices include Atlanta, Boston, Chicago, Dallas, Houston, Los Angeles, Miami, New York, Palo Alto, San Francisco, and Washington D.C.

At Egon Zehnder, employee safety, well-being, and engagement is a top priority and at the core of our culture. Egon Zehnder United States is operating under a hybrid model which requires all U.

S. employees, in all positions, to work in-person at least 50% of available working days each month in the Egon Zehnder office for which they are aligned.

U.S. employees can work remotely during the remaining days of the month. The policy is subject to change by Egon Zehnder at any time.

We require proof of vaccination for employees to work in the office. Vaccination and in-office requirements are subject to applicable law, including any reasonable accommodations required by law.

Egon Zehnder is committed to creating and fostering a culturally diverse, equitable and inclusive organization. We recognize the value in a wide range of ideas, perspectives, experiences and skillsets in our workplace.

To learn more about Egon Zehnder’s continued commitment to diversity and inclusion, please visit : https : / / www.egonzehnder.

com / diversity-initiatives.

Benefits

• Hybrid work model, 50% in office / 50% remote*
• 401k company match and additional discretionary employer contribution
• Comprehensive Health Plan medical, dental, vision, life insurance, long-term disability
• Employee Assistant program (EAP)
• Paid parental leave
• Personal Time Off paid vacation, sick time, volunteer days
• Paid holidays including week off between Christmas and New Year’s

Salary

• The salary range for this position is $85,000-$95,000 base + paid OT + discretionary bonus. Actual compensation will depend on several factors including but not limited to geographic location, education, work experience and skill level.

About UsIAC builds companies. We are guided by curiosity, a questioning of the status quo, and a desire to invent or acquire new products and brands.

From the single seed that started as IAC over two decades ago have emerged 11 public companies and generations of exceptional leaders.

We will always evolve, but our basic principle of financially-disciplined opportunism will never change. IAC today operates Dotdash Meredith and Care.

com, among many others, and also has majority ownership of Angi Inc, which includes HomeAdvisor Powered by Angi and Handy.

The company is headquartered in New York City and has business operations and satellite offices worldwide.Company Benefits & Perks

• Generous paid time off programs for flexible vacations
• 16 hours yearly volunteer time off
• 10% dollar-for-dollar 401(k) company match
• Employer-sponsored medical insurance
• $5,000 yearly tuition reimbursement
• Pre-tax commuter benefits
• A vibrant office building in Chelsea with a well-stocked snack barThe OpportunityTitle : Executive AssistantReports to : Senior Vice PresidentLocation : New York, NY (Hybrid)We are currently seeking an Executive Assistant to manage the daily operations of a Senior Vice President at IAC.

This position requires strong organizational skills, an extremely proactive nature, resourcefulness, and creative problem-solving skills with a willingness to go the extra mile to solve any issue.

This assistant must anticipate the needs of multiple executives and facilitate the smooth operation of the entire team.Responsibilities

• Provide all administrative support; prioritize and delegate to meet strict deadlines.
• Coordinate and manage the executive’s heavy calendars.
• Responsible for a system of follow-up on all outstanding internal and external scheduling and miscellaneous issues.
• Determine the importance of meeting requests and schedule accordingly.
• Oversee arrangements of travel and other accommodations, including comprehensive and detailed itineraries.
• Handle a heavy volume of incoming and outgoing calls, emails, and mail.
• Act as liaison with all internal and external offices. Be versed in dealing and interacting with other high-level executives both internal and external to the company.
• Handle all accounts payable & expense report requests.
• Coordinate meetings and events, and organize materials for participants.
• Interact with and direct divisional contacts and vendors.
• Provide updates and comprehensive information to executives as needed.Requirements
• 3+ years of previous administrative experience supporting a senior-level executive.
• Fluency in Microsoft Office suite (Outlook, Word, PowerPoint, Excel).
• Communication skills must be stellar; ability to interact with individuals at all levels of the organization.
• Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, judgment, tact, and diplomacy.
• Accuracy, thoroughness, extreme attention to detail, and efficiency.
• Energetic and proactive, takes responsibility and prepares for situations that may arise.
• Ability to work in a fast-paced environment with demonstrated ability to multi-task and juggle multiple competing tasks and demands.

Salary Range : $60,000 to $85,000The base salary range above represents the anticipated low and high end of the salary range for this position.

Actual salaries may vary and may be above or below the range based on various factors including but not limited to work location, experience, and performance.

The range listed is just one component of IAC’s total compensation package for employees. Other rewards may include annual bonuses, and short- and long-term incentives.

In addition, IAC provides a variety of benefits to employees, including health insurance coverage, life and disability insurance, a generous 401K employer matching program, paid holidays, and paid time off (PTO).