Executive Assistant

Executive Assistant

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

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.
• Coordinates 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

• 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.

If you feel that the above description speaks directly to your strengths and capabilities, then please apply today!