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RubiconMD // healthcare platform
New York    Posted: Friday, June 14, 2019
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Position Description

We are looking for a proactive, organized, driven, & 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 & is comfortable in a fast-moving environment. You will be responsible for communicating & coordinating with both internal & external parties, owning the schedules & travel itineraries of senior leaders within RubiconMD, & 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, & interfacing with clients, vendors, and/or board members
  • Manage & own executive schedules/calendars
  • Coordinate & manage travel schedules, itineraries, & expenses for executives
  • Participate & 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 & inventory, maintenance, deliveries, etc;
  • Maintaining facilities & coordination with building management & personnel
  • Assisting with logistics & organization for company events (both internal & external)
  • Provide support in communication & scheduling for recruiting/candidate interviews
  • Serve as the point person for visitors & all onsite interviews in NYC office (set up conference rooms, greet candidates, etc.)
  • Additional/other office-related operations & administrative support

Desired skills & experience:

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


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

Our Hiring Philosophy

RubiconMDs 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. Its no small order, but we can achieve it with the right team. Thats why we hire people with drive & leadership, who are also highly accountableto each other, to the providers we serve, & to the impact we exist to make.

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

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