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.

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 notify the COO and appropriate stakeholders of upcoming actions.
• Coordinate the routing of contracts for operational review, legal review, approval, execution, and distribution.
• Track outstanding agreements and follow up with internal departments and external parties to facilitate timely completion.
• Prepare contract status reports and reports related to contract administration as requested.
• Maintain standard contract templates, approved forms, and related administrative documentation.
• Support continuous improvement of contract administration processes, records management, and document control.
• Perform administrative responsibilities related to contract management as assigned. This position does not provide legal advice or perform legal services.

Personal Executive Support

As assigned, provide confidential administrative support related to the COO’s personal affairs that facilitates the effective performance of organizational responsibilities. Such assignments may include coordinating schedules, travel, appointments, personal administrative matters, and other activities as directed, while maintaining the highest standards of discretion, professionalism, and confidentiality.

Other Responsibilities

• Perform other duties and responsibilities as assigned by the Chief Operating Officer.

Work Location

The designated work location for this position is the LiveOnNY Corporate Office. Regular and full-time on-site presence is required to effectively support the Office of the Chief Operating Officer. Attendance at other LiveOnNY facilities or external meetings may be required based on business needs.

Qualifications

Required Qualifications

• Associate’s or Bachelor’s degree preferred.
• Minimum of five (5) years of progressively responsible executive administrative support experience, preferably supporting a C-suite executive.
• Paralegal Certificate from an accredited educational institution required.
• Current New York State Notary Public commission required.
• Experience administering contracts, records management systems, or executive office operations preferred.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, and related business software.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to manage multiple priorities while maintaining exceptional attention to detail.

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Strong administrative and office management abilities.
• Excellent judgment in prioritizing work and managing competing demands.
• Ability to maintain strict confidentiality.
• Strong proofreading, document preparation, and records management skills.
• Working knowledge of contract administration, document control, records retention, and legal documentation processes.
• Professional demeanor
• Ability to anticipate administrative needs and proactively resolve routine issues.
• Ability to work independently while recognizing when executive guidance is required.
• Ability to coordinate multiple projects simultaneously while maintaining accuracy and meeting deadlines.
• Flexibility and adaptability in a dynamic operational environment.

Core Competencies

• Integrity and professionalism
• Confidentiality and discretion
• Organization and planning
• Initiative
• Accountability
• Communication
• Customer service
• Attention to detail
• Reliability
• Adaptability

Working Relationships

The Executive Assistant and Contract Administrator regularly interacts with:

• Chief Executive Officer
• Chief Operating Officer Executive Leadership Team
• Department Vice Presidents and Directors
• Administrative support staff
• Internal and external legal counsel
• Donor hospitals and healthcare partners
• Board members
• Vendors, consultants, and contractors
• Government and regulatory representatives, as appropriate

Performance Expectations

Success in this role is demonstrated by:

• Effective management of the COO’s calendar and priorities.
• Accurate and timely coordination of meetings, travel, and executive activities.
• Effective administration of contract workflows and maintenance of contract records.
• Professional, responsive, and courteous communication.
• Reliable follow-through on assignments and commitments.
• Accurate preparation of correspondence, reports, presentations, and executive documentation.
• Protection of confidential and sensitive information.
• Consistent administrative support that enables the COO to focus on organizational leadership and operational oversight.

Benefits:

• 403(b)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Salary Range: $115,000 - $125,000