Executive Secretary

4 weeks ago

West Orange, New Jersey, United States RWJBarnabas Health Full time

Executive Secretary
Req #: 0000188881

Category: Clerical / Administrative Support

Status: Full-Time

Shift: Day

Facility: RWJBarnabas Health Corporate Services

Department: Pediatric Services

Location:

SBC Corporation,
95 Old Short Hills Road, West Orange, NJ 07052

Job Overview:

Seeking a motivated and energetic self-starter with impeccable communication and organization skills to support the children s service line senior leadership team in performing a variety of high-level administrative functions and special projects. This is an excellent opportunity for someone who wants to learn the administrative and business operations of a dynamic and growing administrative team with potential for growth and development. Requires the ability to quickly identify and build productive relationships with a comprehensive list of corporate executive offices and clinical administrative leaders, as well as independently master and accumulate a comprehensive knowledge base on how to accomplish tasks within a large complex health system including mastery of various software platforms, policies, and procedures. The ability to make independent judgments regarding administrative issues as they arise and to deal effectively with the highest level of personnel, both internal and external to the organization. Comfort with handling a range of tasks and maintaining a steady level of performance in a demanding and fast paced environment.

Qualifications:

Required:

  • Bachelors Degree
  • A minimum of 5 years working in an administrative, program planning, project management capacity, ideally within the healthcare industry at a similarly structured multisite health system.
  • Intermediate knowledge of Microsoft office suite required.
  • Excellent communication and organizational skills.
  • Problem solving and decision-making capabilities.
  • Ability to work under strict deadlines.
  • Ability to collaborate with cross functional teams.
  • Ability to travel to various sites as required.
  • Excellent verbal, written, and presentation skills.

Preferred:

  • Experience with project management in pediatric healthcare settings is a plus.
  • Experience with project management in complex multi-site health systems is a plus.

Scheduling Requirements:

  • Full-Time
  • Days

Essential Functions:

  • Executive support for administrative functions
    • Serve as the key point of contact for assigned executive officer(s), ensuring efficiency, professionalism and confidentiality in all executive level operations.
    • Schedules meetings and appointments quickly and efficiently according to priority needs leveraging relationships and tools such as scheduling assist on outlook and doodle polls to optimize efficiency, turnaround and meeting participation.
    • Maintains and coordinates multiple calendars to ensure alignment across the executive team.
    • Anticipates and coordinates all logistics around meeting needs such as allocating time within schedule for travel, identifying and booking spaces for individuals to work throughout the day, and securing appropriate technology (AV) is set up for in-person meetings.
    • Business Operations
      • Supports business operations for service line team across newly onboarding and existing staff, including but not limited to placing orders for laptops, securing parking passes, submitting and tracking requests for reimbursements, booking team members for conferences, and confirming and coordinating travel plans.
      • Assists in budget tracking, expense reporting and contracts/ invoice processing for the executive office.
      • Organizes a shared document filing system and maintains files and records such as reports, contracts, correspondence, trips, committees, division correspondence and other records for smooth operation of the office as evidenced by the following:
      • Communication and Liaison
        • Maintains regular contact and communication with senior leadership team of the service line to keep pace of priorities and anticipate and support needs.
        • Ensures that executive team is aligned on weekly meeting priorities, compiling and communicating daily a list of key meetings, along with pro-actively checking in to remind and confirm participants as well as that all requirements are satisfied leading up to meetings.
        • Represents executive office professionally and confidentially in meetings and engagements as needed.
        • Coordinates with other departments and hospital sites to facilitate information flow.
        • Drafts and edits correspondence, memos and other communication materials as needed.
        • Meeting preparation, facilitation and special projects:
          • Assist with the creation and distribution of agenda items as well as the collection and preparation of materials including agenda, powerpoint slides and/or metrics dashboards as required for meetings. Back up materials for meetings are prepared and sent with sufficient time for review prior to meetings.
          • Attend specified meetings to compile and distribute meeting minutes and follow-ups.
          • Completes special projects for the senior executive team, affiliates, consultants, Board of Directors or other department directors as assigned.
          • Demonstrates flexibility and initiative on the job, as evidenced by the following key performance indicators:
            Shows willingness to take on additional assignments and/or devote additional time when requested to facilitate the completion of projects, reports, or responsibilities.
          • Provides back-up coverage to other offices as assigned.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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

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