024 - Executive Secretary

Morris Heights Health Center Inc; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

Morris Heights Health Center Inc in New York seeks an Executive Secretary to support the Director of Behavioral Health and senior Operations leadership. The role requires superb organization, discretion, and the ability to manage multiple priorities in a fast-paced healthcare setting.

Responsibilities include calendar management, meeting coordination, data entry and reporting, document preparation, and handling patient communications with confidentiality and professionalism.

Qualifications

• Must have strong organizational and administrative skills.
• Experience supporting a director or senior leaders preferred.
• Bilingual Spanish/English strongly preferred given patient population.

Responsibilities

• Provide executive and administrative support to the Director of Behavioral Health and designated senior Operations leadership.
• Manage complex calendars, appointments, meetings, conference calls, and scheduling priorities.
• Coordinate meetings, prepare agendas, materials, and document follow-up items.
• Draft routine communications and route correspondence requiring executive review.
• Maintain organized files, records, and action-item tracking; handle confidential information.

Skills

Calendar management

Communication

Discretion / confidentiality

Bilingual English/Spanish

Education

High school diploma or equivalent

Associate degree

Bachelor's degree

Tools

NextGen EHR

Job description

The Executive Secretary – Behavioral Health & Operations provides comprehensive administrative, operational, and executive-level support to the Director of Behavioral Health and designated senior Operations leadership.This position requires an individual who is highly organized, technologically proficient, detail-oriented, resourceful, and capable of independently managing multiple priorities in a fast-paced healthcare environment.The Executive Secretary serves as a central administrative resource for the Behavioral Health Department and supports departmental operations through calendar management, meeting coordination, data entry and reporting, document preparation, patient complaint coordination, supply and work-order management, telephone management, and general administrative support.The position requires regular interaction with patients, employees, clinical providers, department leaders, vendors, and senior leadership and therefore requires excellent judgment, professionalism, discretion, confidentiality, and communication skills.Essential Duties and ResponsibilitiesExecutive and Administrative SupportProvide comprehensive administrative support to the Director of Behavioral Health and designated senior Operations leadership.Manage complex calendars, appointments, meetings, conference calls, and scheduling priorities.Coordinate meetings, including scheduling participants, reserving meeting space, preparing agendas and supporting materials, and documenting follow-up items.Prepare professional correspondence, memoranda, letters, presentations, reports, meeting minutes, and other administrative documents.Draft routine communications on behalf of departmental leadership and appropriately route correspondence requiring executive review.Maintain organized electronic and physical files, departmental records, correspondence, reports, and administrative documentation.Track assignments, deadlines, departmental initiatives, and outstanding action items and provide appropriate follow-up.Exercise discretion when handling confidential employee, patient, operational, and organizational information.High school diploma or equivalent required.Associate degree preferred; bachelor's degree in Business Administration, Healthcare Administration, Behavioral Health, Public Administration, or a related field strongly preferred.Minimum of three years of progressively responsible administrative or executive support experience preferred.Healthcare, ambulatory care, Behavioral Health, FQHC, hospital, or medical-office experience strongly preferred.Prior experience supporting a director, senior leader, executive, or multiple department leaders strongly preferred.Bilingual fluency is required. Spanish/English strongly preferred based upon organizational and patient population needs.Demonstrated experience using an electronic health record system.NextGen experience required or demonstrated advanced proficiency with a comparable ambulatory EHR with the ability to become proficient in NextGen quickly.