Executive Assistant

Hackensack Meridian Health; Perth Amboy (NJ); On-site; USD 43,000 - 62,000; Full time

Job summary

Hackensack Meridian Health is seeking an Executive Assistant to perform a full range of administrative and secretarial duties in the Executive Office of the President/CEO. You will manage complex calendars, compile reports, and coordinate board activities with discretion and professionalism.

Requirements include a Bachelor’s degree or equivalent secretarial training, 6+ years of secretarial experience (4+ with an executive), and excellent communication and organizational skills.

Qualifications

• Bachelor's Degree or equivalent secretarial training.
• A minimum of six years of secretarial experience, including four years with an executive.
• Demonstrates a high degree of secretarial/administrative skills.
• Demonstrates strong organizational, leadership and communication skills.
• Excellent written and verbal communication skills.
• Proficient computer skills including Microsoft Office and Google Suite.

Responsibilities

• Performs administrative and secretarial functions to maintain efficient information workflow in the Executive Office.
• Takes and transcribes dictation from the President; handles routine correspondence.
• Relieves President of routine administrative detail and supports decision implementation.
• Acts as liaison between CEO and key executives; coordinates meetings and minutes.
• Maintains CEO calendar and coordinates travel arrangements for CEO and board members.
• Maintains departmental records and filing systems; handles mail and scheduling follow-ups.
• Adheres to organizational competencies and standards of behavior.

Skills

Communication skills

Organizational skills

Secretarial experience

MS Office / Google Suite

Education

Bachelor's Degree or equivalent secretarial training

Tools

Microsoft Office

Google Workspace

Job description

Overview

Our team members are the heart of what makes us better.

At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community.

Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

The Executive Assistant performs a full range of administrative and secretarial duties in the Executive Office of the President/CEO.

Responsibilities

A day in the life of an Executive Assistant at Hackensack Meridian Health includes:

• Performs administrative and secretarial functions to maintain efficient information workflow in the Executive Office.
• Takes and transcribes dictation from the President. Answers routine correspondence on own initiative. Initiates and performs administrative duties for the President when required.
• Relieves President of routine administrative detail. Facilitates and implements the President's decisions when required.
• Communicates and works effectively with management and support staff. Acts as liaison between CEO and key executives.
• Arranges and coordinates conferences, corporate and committee meetings and special programs. Takes and transcribes minutes of special meetings as necessary.
• Maintains CEO appointment calendar. Maintains a duplicate record of CEO's appointments on personal calendar. Schedules CEO appointments and maintains schedule of appointments and follows up to assure attendance.
• May interpret established bylaws, policies and procedures in absence of the President, as authorized.
• May, as delegated on behalf of the President, sign his name to correspondence, requisitions, vouchers and other forms of correspondence.
• Does preliminary research and information gathering for reports, compiles statistical data and helps edit reports. Scans publications and highlights pertinent information.
• Completes special projects assigned by the President. Exercises judgment and initiative in the schedule of priorities and in the performance of duties.
• Coordinates CEO travel arrangements. Uses travel agents, personal knowledge and resources. Makes necessary reservations and obtains transportation tickets. Arranges for CEO travel advances. Prepares an itinerary. May also be coordinated for members of the board of directors as necessary.
• Maintains a positive public relations image for the hospital acting as liaison for the President.
• Uses proper telephone procedures. Maintains personal directory of frequently called numbers. Handles annoyance calls properly with tact and courtesy. Communicates with callers and screens calls referred to the CEO. Provides assistance to the calling party, routing to the proper source of information. Must create a friendly, cooperative impression on all callers.
• Screens visitors and those not requiring the President's personal attention; assists personally or refers to appropriate executive.
• Exercises tact, diplomacy and a pleasant attitude in dealing with visitors and staff members.
• Maintains appropriate department records and establishes a departmental filing system with responsibility for secretarial functions.
• Initiates new office procedures. Maintains a readily accessible and updated filing system. Maintains the files in a current and orderly manner, including those in the President's office.
• Processes mail by following appropriate procedures. Opens, date stamps, records and categorizes incoming mail. Routes inter-office communications.
• Maintains follow‑up on all reports due. Maintains record of attendance including time off requests for corporate managers reporting to the President.
• Arranges for substitute coverage in office during absence.
• Provides administrative and secretarial services for the Board of Directors of Raritan Bay Medical Center.
• Assembles statistical data and agenda for Board of Directors meetings and Executive Committee meetings.
• Prepares agenda for board meetings, notifies members, serves as recording secretary for the board and transcribes minutes of all board meetings.
• Maintains an up‑to‑date record of meetings. Prepares an annual attendance chart for all board and committee meeting attendance by members of the board.
• 2Coordinates meetings and/or conferences. Arranges for distribution of notices and other specifics regarding meetings.
• Establishes presence of a quorum at each board meeting.
• Maintains an up‑to‑date file and listing of the board and committee members. Maintains a current Conflict of Interest letter on each board member. Maintains current biographical information on each member of the board of directors.
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior.

Qualifications

Education, Knowledge, Skills and Abilities Required:

• Bachelor's Degree or equivalent secretarial training.
• A minimum of six years of secretarial experience, including four years with an executive.
• Demonstrates a high degree of secretarial/administrative skills.
• Demonstrates strong organizational, leadership and communication skills.
• Excellent written and verbal communication skills.
• Proficient computer skills that include but are not limited to Microsoft Office and/or Google Suite platforms.

Starting Minimum Rate

Minimum rate of $38.27 Hourly

Job Posting Disclosure

HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market‑competitive total rewards package. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non‑discriminatory factors, including but not limited to: Labor Market Data: Compensation is benchmarked against market data to ensure competitiveness. Experience: Years of relevant work experience. Education and Certifications: Level of education attained, including specialized certifications, credentials, completed apprenticeship programs or advanced training. Skills: Demonstrated proficiency in relevant skills and competencies. Geographic Location: Cost of living and market rates for the specific location. Internal Equity: Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization. Budget and Grant Funding: Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered. Some jobs may also be eligible for performance‑based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts. In addition to our compensation for full‑time and part‑time (20+ hours/week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.