Executive Secretary

Job Title: Executive Secretary - Exempt

Location: Clara Maass Medical Center

Department Name: Administration

Req #: 0000247542

Status: Salaried

Shift: Day

Pay Range: $80,000.00 - $95,000.00 per year

Pay Transparency:

The above reflects the anticipated annual salary range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Overview:

The Executive Assistant performs and provides administrative support services of a highly confidential nature as designated by the CAO/President. The candidate must be organized, professional, and will be responsible for managing multiple executives' calendars.

Key duties include scheduling meetings and coordinating complex schedules, handling phone calls, preparing documents, coordinating projects, managing confidential communications, and providing overall support to ensure smooth operations, allowing the executives to focus on strategic priorities.

Qualifications:

Required:

• High school diploma required,
• Five or more years of progressively responsible executive administration, or another complex environment,
• Demonstrated ability to manage highly confidential information with discretion and professionalism,
• Experience supporting boards, committees, or senior leadership governance processes,
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams,
• Excellent written, verbal, organizational, and interpersonal communication skills,
• Strong judgment, initiative, and ability to work independently with minimal supervision,
• Proven ability to prioritize multiple demands, remain productive throughout the workday, and identify opportunities to add value in support of executive and organizational goals,
• Ability to remain composed, organized, and responsive in a fast-paced, high-visibility environment,

Preferred:

• Associate's or bachelor's degree
• Prior experience in a hospital, health system, or similarly complex service environment,
• Experience supporting executive leadership, governance, and board operations,
• Demonstrated ability to prepare executive-level reports, presentations, and correspondence,

Scheduling Requirements

• Status: Full Time
• Hours: 37.50
• Time: 8:00am-4:00pm
• Shift: Day

Essential Functions:

• The Executive Assistant to the CAO/President serves as a highly trusted strategic administrative partner to the President and plays a central role in supporting executive operations, communications, governance activities, and daily prioritization.
• This individual provides high-level administrative and project support in a fast-paced environment requiring exceptional judgment, discretion, professionalism, initiative, and attention to detail.
• The Executive Assistant manages highly confidential information, serves as a proactive liaison to the Board of Trustees, and anticipates the needs of the President by coordinating schedules, meetings, travel, communications, and follow-through on key priorities,
• The role requires an individual who is highly organized, self-directed, consistently productive, and able to independently identify priorities and value-added work during periods of changing demand,
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams is required,
• Serve as a highly confidential and trusted partner to the CAO, handling sensitive information with discretion, maturity, and sound judgment,
• Manage and optimize the CAO's calendar with a proactive, forward-looking approach that accounts for travel time, meeting preparation, location changes, competing priorities, and evening commitments.
• Anticipate scheduling conflicts, identify issues in advance, and adjust plans to protect the CAO's time and ensure readiness for key meetings and events,
• Act as a primary liaison to the Board of Trustees, supporting board communications, agenda coordination, meeting logistics, preparation of board materials, minutes, and follow-up,
• Prepare polished, accurate, and timely presentations, reports, spreadsheets, correspondence, meeting materials, and briefing documents,
• Utilize Microsoft Excel and PowerPoint at an advanced level to develop professional reports, presentations, dashboards, and supporting materials for executive and board use,
• Utilize Microsoft Teams effectively for communication, document coordination, meeting support, and collaboration across departments and leaders,
• Support executive communications by drafting, proofreading, formatting, and distributing materials for internal and external audiences,
• Coordinate travel arrangements and itineraries with attention to timing, efficiency, transitions between locations, and after-hours obligations,
• Screen and prioritize incoming calls, emails, requests, and visitors, using sound judgment to determine urgency and appropriate routing,
• Track key commitments, deadlines, action items, and follow-up needs on behalf of the CAO and help drive timely completion across teams,
• Organize and maintain confidential files, records, governance documents, and administrative systems for efficient access and retrieval,
• Demonstrate initiative by identifying needed work, proactively resolving issues, and maintaining a consistently productive work pace without requiring continuous direction.
• Prioritize effectively in a dynamic environment, shifting quickly between routine responsibilities, urgent matters, and executive priorities,
• Maintain a high standard of professionalism, responsiveness, discretion, and service in interactions with board members, senior leaders, physicians, staff, and external stakeholders,
• Perform special projects and other related duties as assigned,

Benefits and Perks:

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees' physical, emotional, social, and financial health.

• Paid Time Off (PTO)
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Retirement Plans
• Short- & Long-Term Disability
• Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey-whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer!

RWJBarnabas Health is an Equal Opportunity Employer