Position Description

We are looking for a proactive, organized, driven, and personable individual to serve as a full time Executive Assistant on our team in New York City. The ideal candidate has experience interfacing directly with senior management in an executive assistant role and is comfortable in a fast-moving environment. You will be responsible for communicating and coordinating with both internal and external parties, owning the schedules and travel itineraries of senior leaders within RubiconMD, and helping to support our recruiting efforts. This is an exciting opportunity to have an impactful role in a fast-growing mission-driven organization.

Key responsibilities – Executive Assistant:

  • Coordinate executive communications, including but not limited to taking calls, responding to emails, and interfacing with clients, vendors, and/or board members
  • Manage and own executive schedules/calendars
  • Coordinate and manage travel schedules, itineraries, and expenses for executives
  • Participate and document minutes for meetings when necessary
  • Other duties assigned

 Key responsibilities – Office Management:

  • Manage the day-to-day running operations of the office, including, but not limited to office supplies and inventory, maintenance, deliveries, etc;
  • Maintaining facilities and coordination with building management and personnel
  • Assisting with logistics and organization for company events (both internal and external)
  • Provide support in communication and scheduling for recruiting/candidate interviews
  • Serve as the point person for visitors and all onsite interviews in NYC office (set up conference rooms, greet candidates, etc.)
  • Additional/other office-related operations and administrative support

 Desired skills and experience:

  • 2+ years of experience as Executive Assistant; 1- 2 years of experience as an Office Manager
  • Strong communication, organization, time management, and multi-tasking/prioritization abilities
  • Advanced proficiency with Microsoft Office, familiarity with Google Suite and Slack, and comfortable troubleshooting basic IT issues
  • Ability to respond quickly and professionally to unexpected situations; ability to solve problems creatively
  • Proactive, team-first attitude; self-starter with entrepreneurial mindset
  • Friendly and professional demeanor; utilizes discretion when appropriate

Expectations:

  • Successful candidate builds strong working relationships, lines of communication, and trust with executives he/she will be supporting
  • Executives are consistently informed and aware of their schedules, priorities, and travel itineraries
  • Successful candidate serves as a bridge and communication channel for company employees to senior management
  • Communications, scheduling, and all correspondence with external parties (clients, vendors, interview candidates) are handled in a timely and professional manner

Our Hiring Philosophy

RubiconMD’s founding mission is to democratize medical expertise, so that all patient populations have access to the care they need. In order to deliver on this, we focus on empowering primary care providers, who we believe are the key to a thriving, equitable health care system. It’s no small order, but we can achieve it with the right team. That’s why we hire people with drive and leadership, who are also highly accountable—to each other, to the providers we serve, and to the impact we exist to make.

RubiconMD is an equal opportunity employer and prohibits discrimination against persons of any kind on the basis of race, color, religion, gender, sexual orientation, nation of origin, age, disability, and genetics.

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