Executive Assistant

Job Overview:

The Executive Assistant performs and provides personal secretarial and administrative support services of a highly confidential nature as designated by the VP, Patient Care Services. Candidate must be organized, professional, and will be responsible for managing multiple executives' calendars. Key duties include scheduling meetings and coordinating complex schedules, handling phone calls, preparing documents, coordinating projects, managing confidential communications, and providing overall support to ensure smooth operations, allowing the executives to focus on strategic priorities.

Qualifications:

Required:

• High school diploma or equivalent
• Two years specialized study in secretarial duties.
• Experience: Three to five years professional secretarial experience
• Individual must possess effective verbal and written communication skill, confidentiality in dealing with others and ability to work well with those in authority positions.

Preferred:

• College degree preferred

Scheduling Requirements

• Status: Full Time
• Hours: 37.50
• Time: 4:00am-8:00pm
• Shift: Day

Essential Functions:

• Answers inquiries concerning the activities and operations of the department by referring to and interpreting policies and procedures.
• Arranges meetings and conferences, sends notices when applicable.
• Completes all typing and dictation assignments accurately; final copies are letter perfect and in an attractive and easy-to-read format.
• Conducts self in a positive and professional manner.
• Drafts and prepares special reports, letters, etc., analyzes for review.
• Engages in a variety of contacts outside the hospital to obtain or relay information, arrange meetings, seminars and travel arrangements,
• Establishes, maintains, and revises record-keeping and filing systems.
• Classifies, sorts and files correspondence and other documents of importance and confidentiality,
• Filing and record-keeping are designed and maintained to allow for easy retrieval of information; maintains and updates Administrative Policy Manual
• Inputs minutes in an electronic format, appropriate correspondence in an accurate, complete manner,
• Maintain office equipment by making sure all relevant equipment is functional.
• Performs a wide variety of typing assignments which are often confidential in nature; takes and transcribes minutes of meetings.
• Accepts and screens telephone calls for VP of Patient Care Services/Senior Managers or routes calls appropriately.
• Performs other duties as assigned.

Benefits and Perks:

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.

• Paid Time Off (PTO)
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Retirement Plans
• Short- & Long-Term Disability
• Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer