Executive Assistant, Hospital and Family Engagement

Overview:

Ready for a Life-Changing Career? Join LiveOnNY and Make a Lasting Impact

LiveOnNY is a federally designated organ procurement organization (OPO) dedicated to honoring, saving, and transforming lives through organ and tissue donation. As a member of our team, you’ll be part of a mission-driven nonprofit organization working alongside more than 100 hospitals to support organ and tissue donors and their families—helping to bring the gift of life to those on the national transplant waitlist.

Serving a vibrant and diverse population of 13 million across New York City and the counties of Nassau, Suffolk, Westchester, Orange, Putnam, Dutchess, and Rockland, LiveOnNY is proud to be one of the highest-performing OPOs in the country. Over the past three years, we’ve seen a 70% increase in organ donation—driven by the compassion and generosity of New Yorkers.

Explore a career where your work truly matters. At LiveOnNY, you’ll grow professionally while helping others live on.

. The Executive Assistant plays a key role in maintaining alignment across Clinical Operation departments, and external partners as needed.

This position is a fully onsite, in-office role based at LiveOnNY. Remote work or hybrid arrangements are not available for this position.

Responsibilities:

• Manage and maintain the Vice President’s calendar, including scheduling internal and external meetings, prioritizing time-sensitive matters, and resolving scheduling conflicts.
• Coordinate preparation for meetings, including agendas, briefing materials, presentations, and follow-up action items.
• Serve as a primary point of contact for internal and external stakeholders on behalf of the Vice President.
• Draft, review, and format professional communications including emails, memos, presentations, and reports.
• Track and follow up on key initiatives, deliverables, and deadlines to ensure timely completion.
• Support leadership meetings, including preparation of materials, note-taking, and dissemination of action items.

• Provide administrative and operational support across both departments to ensure alignment, efficiency, and consistency.
• Coordinate departmental meetings (e.g., leadership meetings, operational huddles, and departmental meetings), including scheduling, agenda development, and documentation.
• Assist in auditing and tracking department goals, metrics, and performance initiatives.
• Support new hire and traveler onboarding and orientation. , Assist with documenting and filing compliance mandatory education initiatives across both teams.
• Maintain and organize departmental documents, templates, and shared resources.

• Support cross-functional initiatives..
• Assist in project management activities, including tracking timelines, deliverables, and stakeholder communication.
• Coordinate logistics for internal and external meetings, trainings, and events.
• Support implementation of new processes, workflows, and organizational initiatives.

• Draft and distribute departmental communications in alignment with leadership direction.
• Assist in preparation of performance reports, key performance indicators dashboards, and presentations for leadership review.
• Ensure consistency, professionalism, and clarity in all written materials.
• Support tracking and follow-up of action items from meetings and initiatives.

• Maintain organized filing systems (electronic and shared platforms) for easy access and retrieval.
• Coordinate travel arrangements, meeting logistics, and event planning as needed.
• Manage expense tracking, purchasing requests, and administrative processes.
• Proactively research, source, and recommend cost-effective vendors, supplies, and services to support departmental and organizational needs, ensuring fiscal responsibility and value optimization.
• Support budget awareness by identifying opportunities for cost savings and improved resource utilization.
• Provide cross-coverage support for other departments and organizational functions as needed, ensuring continuity of operations and administrative support during absences, high-volume periods, or organizational initiatives.
• Maintain flexibility to support broader organizational administrative needs beyond assigned departments when required.
• Provides back up and relief for the front desk reception area on an as needed basis.
• Ensure confidentiality and discretion in handling sensitive information.
• Support the maintenance of employee training documents in the Learning Management System.

Qualifications:

• Bachelor’s degree preferred or equivalent experience.
• 3–5+ years of administrative, executive assistant, or operational support experience, preferably in healthcare or a fast-paced organizational environment.
• Demonstrated ability to support senior leadership and manage complex calendars and priorities.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, SharePoint).
• Ability to handle sensitive and confidential information with professionalism.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while also collaborating across teams.

• 403(b) deferred annuity
• Medical/Vision/Dental/Life
• Tuition reimbursement
• Paid time Off
• Pet Insurance
• Life Insurance
• Cellular plan discounts
• Auto Insurance discounts

Salary Range: $60,000 - $90,000 annually