Executive Secretary

NYC Health + Hospitals; New York (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

NYC Health + Hospitals/Metropolitan is the community hospital of choice for residents of East Harlem, northern Manhattan, and neighboring communities. The hospital provides culturally-sensitive care and emphasizes primary care medicine, delivering high quality health services with compassion, dignity, and respect.

We are seeking an experienced executive administrative assistant to support senior leadership, manage confidential projects, and ensure smooth operation of the administrative area in

Qualifications

• Associate’s Degree in Secretarial Science, Office Administration or related area and two (2) years of executive administrative assistant experience.
• High School Diploma or equivalent and three (3) years of experience as described above.
• A satisfactory equivalent combination of education, training and experience; a four-year high school diploma or its equivalent. A Bachelor’s degree may be considered equivalent to four (4) years of experience.

Responsibilities

• Plans and coordinates meetings and events; keeps the Executive informed of upcoming commitments and pending matters.
• Prepares and distributes agendas, packets, presentations, and communications; makes arrangements as needed.
• Prepares confidential correspondence and reports; maintains private records; initiates action on matters needing leadership attention.
• Manages high volume of telephonic communication; handles mail and materials; orders office supplies; provides general administrative support.
• Liais es with executives and senior assistants; arranges travel plans and itineraries; prepares expenses and submits invoices.

Skills

Executive support

Calendar management

Meeting coordination

Confidentiality

Communication

Education

Associate degree

High school diploma

Job description

Marketing Statement

NYC Health + Hospitals/Metropolitan is the community hospital of choice for residents of East Harlem, northern Manhattan, and neighboring communities. The hospital provides culturally-sensitive care in a welcoming and hospitable setting, emphasizing primary care medicine and utilizing the latest advances in medical science. Metropolitan delivers high quality health services with compassion, dignity, and respect to all, without exception. Since its founding in 1875, the hospital has been affiliated with New York Medical College, representing the oldest partnership between a hospital and a private medical school in the United States. Metropolitan is a part of the NYC Health + Hospitals, the largest municipal hospital and health care system in the country.

Marketing Statement

NYC Health + Hospitals/Metropolitan is the community hospital of choice for residents of East Harlem, northern Manhattan, and neighboring communities. The hospital provides culturally-sensitive care in a welcoming and hospitable setting, emphasizing primary care medicine and utilizing the latest advances in medical science. Metropolitan delivers high quality health services with compassion, dignity, and respect to all, without exception. Since its founding in 1875, the hospital has been affiliated with New York Medical College, representing the oldest partnership between a hospital and a private medical school in the United States. Metropolitan is a part of the NYC Health + Hospitals, the largest municipal hospital and health care system in the country.

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 ofexecutive 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