Executive Assistant and Contract Administrator

Overview

The
Executive Assistant and Contract Administrator
provides comprehensive administrative, contract administration, and operational support to the Office of the Chief Operating Officer (COO). The position is responsible for managing the daily administrative functions of the Office of the COO, coordinating communications, scheduling meetings, organizing travel, administering the contract lifecycle, preparing correspondence and materials, maintaining Executive Office records, and ensuring the efficient flow of information between the COO and internal and external stakeholders.

The position requires a Paralegal Certificate from an accredited educational institution and a current New York State Notary Public commission.In addition to executive administrative responsibilities, the Executive Assistant and Contract Administrator is responsible for executive office administration, contract administration, records management, document execution, and maintaining the integrity of Executive Office records and documentation in support of the Office of the COO.

The Executive Assistant and Contract Administrator exercises sound judgment in prioritizing competing demands, maintaining confidentiality, and ensuring that assignments, meetings, and commitments are accurately coordinated and executed. The position requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to work effectively in a fast‑paced environment where priorities may change rapidly.

When assigned, the Executive Assistant and Contract Administrator also provides personal administrative support that enables the COO to remain focused on organizational responsibilities.

• Manage the COO’s complex calendar, scheduling meetings, appointments, and organizational commitments.
• Coordinate conference calls, virtual meetings, and in‑person meetings.
• Monitor scheduling conflicts and recommend appropriate adjustments.
• Organize daily priorities and maintain awareness of upcoming deadlines and commitments.
• Maintain accurate records and filing systems for the Executive Office.

Communications

• Serve as the primary administrative point of contact for the Office of the COO.
• Screen telephone calls, emails, correspondence, and meeting requests.
• Distribute executive correspondence and communications.
• Coordinate communications between the COO, Executive Leadership Team, department leaders, and others as directed.
• Ensure timely follow‑up on requests originating from the COO.

Meeting Coordination

• Schedule and coordinate executive meetings.
• Prepare agendas, briefing materials, presentations, and supporting documentation.
• Attend meetings as requested to record minutes, document decisions, and track action items.
• Coordinate meeting logistics, including facilities, technology, catering, and materials.

Travel and Logistics

• Coordinate business travel, including transportation, accommodations, itineraries, and travel documentation.
• Prepare travel packets and briefing materials.
• Process travel‑related expenses and reimbursements.

Administrative Coordination

• Monitor action items assigned by the COO and follow up with departments regarding due dates.
• Coordinate executive approvals and document routing.
• Assist in preparing reports, presentations, spreadsheets, and executive summaries.
• Maintain confidential records and documentation.

Contract Administration

• Coordinate the administrative lifecycle of contracts and other business agreements on behalf of the Office of the COO.
• Maintain the contract management system and contract repository, ensuring agreements and supporting documentation are organized, current, and readily accessible.
• Monitor contract status, renewal dates, notice periods, expirations, and other key milestones, and…