Senior Executive Secretary

NYC Health + Hospitals; New York (NY); On-site; USD 75,000 - 110,000; Full time

Job summary

NYC Health + Hospitals is seeking a Senior Executive Secretary to support senior leadership with highly confidential, complex administrative duties in a fast-paced health system.

You will manage executive communications, coordinate high-level meetings, prepare minutes, maintain confidential files, and supervise clerical staff as needed; bilingual Spanish proficiency is required to facilitate communications with partners.

Qualifications

• Bi-lingual Spanish proficiency required to facilitate communication.
• Advanced Microsoft 365 suite skills to manage calendars and meetings.
• Advanced Excel capabilities to manage department expense tracking, pivot tables, and budget spreadsheets.
• Exceptional proofreading and copyediting skills for board-ready reports and external communications.

Responsibilities

• Manages executive communications and ensures timely handling of correspondence.
• Plans, coordinates, and oversees high-level meetings, conferences, and events; takes minutes and prepares agendas.
• Screens and prioritizes telephone calls, messages, and incoming materials; routes to appropriate personnel.
• Prepares and edits correspondence; maintains confidential files and security of sensitive information.
• Provides administrative support by relieving the executive of complex duties; applies knowledge of policies and procedures.
• May supervise administrative/clerical personnel in the executive office and plan/work reviews.
• Serves as liaison between senior leadership support staff and external stakeholders, managing sensitive relationships.
• Performs related work as assigned.

Skills

Bi-lingual Spanish proficiency

Editing skills

Copyediting

Education

Associate's degree (Secretarial/Office Administration)

High school diploma or equivalent

Tools

Microsoft 365 Suite

Excel (Advanced)

Job description

Marketing Statement

Purpose of Position: Under direction of executive or senior leadership, serves as Senior Executive Secretary with considerable latitude of initiative and judgment. Performs highly confidential and exceptionally difficult, complex and responsible secretarial work. May perform designated administrative assignments and serve as a confidential aide.

Essential Duties And Responsibilities

• Manages executive communications, including ensuring all correspondence is handled in a timely manner.
• Plans, coordinates, and oversees high-level meetings, conferences, and events. Takes and distributes minutes of proceedings, prepares comprehensive agendas and makes all necessary meeting arrangements.
• Screens and determines priorities of telephone calls, messages, and incoming materials and routes to appropriate personnel and/or departments.
• Prepares and/or edits correspondence and confidential reports. Maintains and manages all confidential files and records. Develops and implements efficient filing systems and ensures the security of sensitive information.
• Provides administrative support by relieving the health care executive of complex administrative duties. Demonstrates comprehensive knowledge of NYC Health + Hospitals’ policies, practices, and procedures.
• May supervise administrative/clerical personnel assigned to the executive office. Plans and reviews work assigned.
• Serves as key liaison between senior leadership support staff within NYC Health + Hospitals and external stakeholders. Manages sensitive professional relationships and facilitates effective communication.
• 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 three (3)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 five (5) years of experience, as described in “1” above; or,
• 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 may be considered equivalent to four (4) years of relevant professional experience as described in “1” above.

Department Preferences

• Bi-lingual Spanish Proficiency - Required to facilitate seamless communication between department leadership, community partners and other stakeholders.
• Microsoft 365 Suite - Advanced level required to manage complex executive calendars and coordinate large-scale meetings. Advanced Excel capabilities needed to manage department expense tracking, pivot tables, and budget spreadsheets.
• Editing Skills - Exceptional proofreading skills to draft and finalize high-level corporate correspondence and board-ready reports. Copyediting skills to review press releases, internal newsletters, and external communication materials