Administrative Assistant

Job ID 2023-5568

Administrative and Support Services Newark, New Jersey


Position at WebMD

WebMD, the leading source for trustworthy and timely health and medical news and information, is currently seeking a motivated, organized, high-energy professional to join our team. 

As a member of our administrative support staff based in Newark, NJ you will be expected to collaborate with other team members to ensure world class support to multiple executives across different lines of our business all of which operate in a dynamic, rapid growth environment. This position will be in direct support of the multiple General Managers and their direct reports. The Administrative Assistant will also be a cultural steward, and the main point person for key onsite events.

This role requires strong collaboration skills, judgment, organizational skills, great attention to detail, the ability to meet tight deadlines, and strength in navigating and juggling multiple priorities.


  • Provide support to and take direction from the assigned WebMD Management Team, the Sr. Executive Administrative Assistant and Executive Director of Human Resources in all areas.

  • Manage day-to-day schedules and meeting commitments of the WebMD staff. Recognition of priority items and ability to suggest and plan for deconfliction and efficiency.

  • Manage inbound and outbound communication flows for team members. This includes email, phone and in-person meetings. Establish oneself as a point of contact with board members, key advisors, business network and vendors.

  • Keep calendars across multiple time zones, schedule meetings, and make travel arrangements. Be a resource and solution for any travel changes necessary. Responsiveness is a critical requirement to ensure any changes or disruptions do not interfere with Corporate or Client engagements.

  • In partnership with Facilities Staff, organize offices, maintain conference rooms and keep supplies stocked.

  • Maintain records, tracking of expenses, filing systems and other general office duties.

  • Provide support to the legal team as needed. 

  • Provide HR support in the New Hire Orientation process and other related tasks.

  • Provide Talent Acquisition Team support in candidate experience activities

  • Be available to reasonably support team members and the business during off-hours including personal and professional errands and projects.

  • Prepare correspondence and presentations/financial schedules

  • Special projects and events as needed.


  • 2+ years of administrative support experience and/or other transferable professional experience

  • Positive, friendly, upbeat attitude and professional demeanor.

  • Excellent written and verbal communication skills.

  • Ability to problem solve and use common sense.

  • Self-starter with ability to organize own work, initiate improvements and meet deadlines while managing and prioritizing multiple tasks in a fast paced work environment.

  • Proficiency with email, G Suite, Word, Excel and PowerPoint.

  • Strong attention to detail.

  • Desire to learn and accept new challenges.

  • Ability to support a flexible work schedule, including work after-hours and on weekends.

  • Must have a car and valid automobile insurance.

Desired background:

  • AA or higher degree

  • Minimum 2-3 years experience supporting senior management or enabling key operations for a team or organization

  • Track record of enhancing the productivity of those supported

  • Strong computer skills using Outlook, e-mail, and Excel are essential.

WebMD is an Equal Opportunity/Affirmative Action employer and does not discriminate on the basis of race, ancestry, color, religion, sex, gender, age, marital status, sexual orientation, gender identity, national origin, medical condition, disability, veterans status, or any other basis protected by law.