Executive Assistant at Trillium Health Inc. – Rochester, New York

Department: People Operations
Position Type: Full-Time • FLSA: Exempt
Reports to: VP, Chief People Officer
Matrix Reports to: AVP, People Operations & Engagement
Direct Reports: None

The Executive Assistant provides high-level administrative support to the VP/CPO and AVP/POE, ensuring efficient operations across the People Operations department. This role requires exceptional organization, confidentiality, and attention to detail. The Executive Assistant supports scheduling, communications, executive workflow, departmental projects, and serves as a professional internal and external representative of the department. The role also provides cross‑coverage for executive support needs across the organization.

• Manage complex calendars, scheduling, appointments, and meeting preparation.
• Create, edit, and maintain documents, reports, memos, presentations, and correspondence.
• Provide clerical support including printing, mailing, filing, scanning, faxing, and materials preparation.
• Manage expenses, procurement, reimbursements, and invoice reconciliation.
• Coordinate contract and document signatures; manage internal and external communications.
• Maintain confidentiality of sensitive and personal information.
• Support meeting logistics, room setup, and occasional errands such as food pickups, deliveries, and supply runs.

• Assist People Operations leaders across all functional areas.
• Support recruitment activities for Executives, Medical Providers, and key roles.
• Assist with Orientation setup, including room prep and food/beverage coordination.
• Support department projects by tracking deadlines, timelines, and deliverables.
• Assist with presentations, spreadsheets, reports, staff meeting coordination, events, and conferences.

• Maintain accurate and current People Operations data.
• Handle confidential data appropriately and share only with authorized team members.
• Support report generation, data analysis, and data entry in electronic systems.
• Track and collect annual health assessments for staff.

• Maintain professionalism, respect, and alignment with the organization’s mission and values.
• Participate in compliance activities, quality improvement, and continuous improvement efforts.
• Maintain confidentiality of patient, employee, proprietary, and protected information.
• Perform additional duties as assigned.

• High School Diploma + 10 years administrative experience (including 5 years supporting executive-level roles with confidentiality requirements), OR
  Associate’s degree + 5 years administrative experience (including 3 years supporting executive-level roles).
• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong organizational skills, detail orientation, time-management, multitasking ability, and professionalism.
• Excellent written and verbal communication skills.
• Ability to work collaboratively, maintain a positive attitude, adapt in fast‑paced environments, and build strong relationships internally and externally.
• Ability to manage multiple simultaneous projects, including complex tasks.

• Primarily sedentary work with extended periods of sitting.
• Frequent hand/finger use for typing and office equipment; occasional walking, standing, bending, reaching, and lifting up to 25 lbs.
• Ability to read screens, listen actively, communicate clearly, and maintain focus during detailed or repetitive tasks.
• Essential job functions listed align with ADA requirements.