Executive Assistant to Hospital Executives

Administrative And Operational Support

The ideal candidate will provide high-level administrative and operational support to senior leadership and the governing board of a healthcare organization. Responsibilities include heavy calendar management for multiple executives, coordination of meetings and priorities, and handling sensitive information with discretion. The role requires exceptional communication and interpersonal skills. Candidates should have 5–10 years of executive-level administrative experience; experience in a healthcare environment is preferred. This position is located in Bayonne, NJ

Responsibilities

• Operates independently in the absence of the President. Acts, on behalf of the President, based upon guidance and input. Performs a variety of activities relating to internal operational and policy issues.
• Maintains an awareness of the President's and Principals' weekly schedule. Provides guidance to others in material preparation. Conducts follow-up activities related to the President's meetings/activities and alerts the President to upcoming events as appropriate.
• Accurately records and prepares minutes of Bayonne University Hospital meetings using Word with accurate attention to detail and content. Gathers, prepares and mails packages to the Board of Directors and Professional Affairs Committee in a timely fashion.
• Accurately transcribes minutes of the Committees of the Board of Trustees using Word with accurate attention to detail.
• Handles travel and hotel arrangements.
• Screens phone calls and visitors. Provides information to callers requiring a general knowledge of the department.
• Customarily and regularly exercises discretion and independent judgement in all assigned duties.
• Opens and reviews the President's mail. Composes responses to routine inquiries, determines which items can be delegated to subordinate personnel, and forwards appropriately.
• Types and proofread correspondence, reports and protocols from rough drafts as necessary. Prepares overheads and charts for presentation.
• Demonstrates good judgement in screening all incoming calls (internal and external).
• Maintains a neat, professional, personal appearance at all times.
• Anticipates needs of the President with respect to meeting arrangements, scheduling, agenda items and acts independently with respect to same.
• Retrieves appropriate information for the President in advance of scheduled meetings as necessary.
• When needed, attend meetings to gain knowledge and understanding of issues at hand.
• Conducts follow-up activities and alerts President to up-coming events as appropriate.
• Assists in the preparation of the Annual Budget for the Administrative area and monitors compliance.
• Maintains awareness of By-laws and related documents.
• Plans logistically all aspects of the Board of Directors annual Board Retreat.
• Interacts with management staff of affiliated corporation regarding matters related to a variety of issues.
• Establishes good rapport and cooperative working relationships with all Medical Center personnel.
• Routinely assists VPs, Department Heads and consultants with tasks when asked.

Qualifications

• High School Diploma required; Professional Certificate or bachelor's degree preferred.
• 5–10 years of Executive Assistant or senior administrative support experience required; healthcare or hospital environment preferred.
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills

Working Conditions: Prolonged and frequent use of a computer and extended periods of close visual contact with a computer monitor.

What We Offer

• Competitive compensation based on experience and qualifications
• Comprehensive health, dental, and vision insurance
• 401K, Retirement savings plan with employer contribution
• Generous Paid Time Off (PTO) and paid holidays
• Tuition Reimbursement
• Opportunities for professional growth, development, and continuing education
• Employee wellness programs and resources

Influenza Vaccinations are a requirement for employment. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date, during the influenza season, if you are offered employment, unless you request and receive an approved medical exemption.

We are an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status, or any other characteristic protected by law.