Executive Administrative Coordinator

Location: White Plains / Yonkers, NY (Hybrid | Travel Between Offices Required)
Schedule: Full-Time
Compensation: $90,000–$120,000, Depending on Experience

Position Overview

A growing healthcare organization is seeking a proactive and detail-oriented Executive Administrative Coordinator to provide high-level administrative and operational support to one or two physicians. This role is ideal for an experienced administrative professional who excels at managing competing priorities, coordinating daily activities, and ensuring that important tasks and initiatives move forward seamlessly.

The successful candidate will serve as a trusted administrative partner, helping physicians stay organized, maintain efficient workflows, and manage the many non-clinical aspects of their professional responsibilities. Strong judgment, discretion, and the ability to anticipate needs are essential to success in this position.

Key Responsibilities

• Provide comprehensive administrative support to assigned physicians, serving as a central point of coordination for daily activities and requests.
• Oversee complex calendars, appointments, meetings, travel plans, and scheduling requirements.
• Facilitate communication among physicians, internal teams, organizational leadership, and external stakeholders.
• Coordinate special projects, operational initiatives, and administrative assignments from planning through completion.
• Monitor deadlines, outstanding requests, and follow-up items to ensure priorities remain on track.
• Draft and organize professional correspondence, reports, presentations, and other business-related materials.
• Plan and coordinate meetings, prepare agendas, document action items, and track follow-through on key decisions.
• Identify opportunities to enhance administrative processes, improve coordination, and support greater operational efficiency.
• Maintain the confidentiality of sensitive information while exercising sound judgment and professionalism.
• Travel between designated office locations throughout the Tri-State area as business needs require.

Required Qualifications

• Minimum of five years of experience in executive administration, executive assistance, senior-level administrative support, or office management.
• Demonstrated ability to organize complex schedules, manage multiple assignments, and meet competing deadlines.
• Excellent written and verbal communication skills.
• Strong problem-solving abilities and the capacity to work independently with minimal oversight.
• Proficiency in Microsoft Office and other standard office productivity tools.
• A professional, adaptable, and solutions-oriented approach in a fast-paced work environment.
• Previous experience in healthcare, physician support, or medical office operations is preferred but not required.

Ideal Candidate Profile

The ideal candidate is a highly dependable and resourceful professional who takes pride in creating structure, anticipating needs, and keeping daily operations running smoothly. They are comfortable working independently, exercise sound judgment, and approach challenges with initiative and discretion.

This individual will play an important role in helping physicians maximize their time and productivity by managing administrative details, coordinating priorities, and ensuring that commitments are followed through. The position offers an opportunity to build trusted working relationships with medical professionals and contribute to the overall effectiveness of a growing healthcare organization.