Executive Secretary

NYC Health + Hospitals; Hempfield Township (Westmoreland County); On-site; USD 60,000 - 80,000; Full time

Job summary

Queens Hospital Center, part of NYC Health + Hospitals, seeks an experienced Executive Administrative Assistant to support senior leadership. You will handle confidential projects, prepare reports, manage communications, and organize travel and meetings to ensure smooth operation of the executive office.

The role requires strong communication, medical terminology knowledge, and ability to supervise staff, with a focus on efficiency and adherence to policies.

Qualifications

• Excellent communication and oral skills.
• Knowledge of Medical terminology essential.
• Ability to supervise office staff and manage administrative processes.

Responsibilities

• Plans and coordinates meetings and events; manages calendars and rooms.
• Prepares agendas, packets, presentations, and communications.
• Maintains confidential records and correspondence; handles executive correspondence.
• Manages high volume calls and mail; orders office supplies.
• Liaises with executives and assistants to support senior leadership.
• Arranges travel plans and prepares expense reports and reimbursements.
• Performs related duties as assigned.

Skills

Communication skills

Medical terminology

Office supervision

Budget concepts

Education

Associate degree in Secretarial Science/Office Administration

High School Diploma or equivalent

Bachelor's degree considered equivalent to 4 years experience

Tools

Microsoft Office Suite

Job description

Marketing Statement

Queens Hospital Center is making good on its promise to the people of southeastern and central Queens to maximize both patient convenience and positive clinical outcomes. Residents of Queens can count on the delivery of quality medical care right in their own borough. In 2002 the hospital opened a state-of-the-art, 261-bed facility that includes the Queens Cancer Center, the first comprehensive cancer treatment center in the borough.

Marketing Statement

Queens Hospital Center is making good on its promise to the people of southeastern and central Queens to maximize both patient convenience and positive clinical outcomes. Residents of Queens can count on the delivery of quality medical care right in their own borough. In 2002 the hospital opened a state-of-the-art, 261-bed facility that includes the Queens Cancer Center, the first comprehensive cancer treatment center in the borough.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Duties & Responsibilities

Purpose of Position:

Under the direction of executive or senior leadership, with moderate latitude for initiative and exercise of judgment, is responsible for providing executive support by performing a broad variety of confidential projects and assignments. Ensures efficient and effective operation of the administrative area and acts in compliance with applicable New York City Health + Hospitals policies and procedures.

Examples Of Typical Tasks

• Plans and coordinates meetings and events; meets and greets visitors, manages calendar of appointments and coordinates and reserves conference rooms. Keeps the Executive informed of upcoming commitments, appointments, and pending matters.
• Prepares and distributes agendas, meeting packets, presentations, and communications, and makes necessary arrangements.
• Accurately prepares, edits, and/or composes confidential correspondence and reports. Maintains all private and confidential records, documents, and correspondence. Prepares replies to correspondence and initiates action on matters other than those specifically requiring the attention of the Executive.
• Manages high volume of telephonic communication and prioritizes calls and messages; organizes, distributes and sorts incoming mail and materials, routing to appropriate personnel and/or departments. Orders office supplies and provides other general administrative support.
• Serves as the primary point of contact for internal and external parties on all matters pertaining to executive administration of the Office; liaises with executive and senior administrative assistants to handle requests from senior leadership.
• Arranges business-related travel plans and itineraries, and compiles documents for travel-related meetings. Prepares expense reimbursements and petty cash requisitions, and submits invoices, as required.
• May supervise clerical personnel assigned to the executive office.
• Performs related work, as assigned.

Minimum Qualifications

• Associate’s Degree from an accredited college or university with specialization in Secretarial Science, Office Administration or Technology, Business Administration or related areas of study and two (2) years of executive administrative assistant experience, or
• High School Diploma or its educational equivalent approved by a State’s Department of Education or arecognized accrediting organization and three (3) years of experience, as described in “1” above.
• A satisfactory equivalent combination of education, training and experience. However, all candidates must have a minimum of a four-year high school diploma or its educational equivalent.

A Bachelor’s degree maybe considered equivalent to four (4) years of relevant professional experience as described in “1” above.

Department Preferences

• Excellent communication and oral skills.
• Knowledge of Medical terminology essential.
• Ability to supervise office staff, knowledge of clinical administration, computerized record keeping, and budgetary concepts at a level normally acquired through two years of progressively more responsible experience