Executive Assistant

A multi-site healthcare organization with a corporate office located in Toms River, NJ is looking for a strong Executive Assistant to support the Chief Operating Officer.

• 3-5 years of experience as an Executive Assistant, Administrative Manager, or similar role reporting to C‑Suite level executives in a healthcare setting.
• Long‑term care/nursing home experience and knowledge strongly preferred.
• High proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook) and Power BI.
• An associate or bachelor’s degree from an accredited college or university is preferred.
• 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.

• 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.