Executive Assistant - Administration

Company: Robert Wood Johnson University Hospital New Brunsw
Location: Newark
Posted on: May 12, 2022

Job Description:

First established in 1901, Newark Beth Israel Medical Center is a 665-bed quaternary care, teaching hospital that provides comprehensive health care for the region. Staffed with more than 800 physicians, 3200 employees, and 150 volunteers, our hospital is ready to provide you and your family with the quality care you need. At Newark Beth Israel Medical Center, we are committed to quality and excellence in patient care. Our goal is to exceed your expectations and to provide you with an environment that is conducive to healing and promotes patient safety. The Newark Beth Israel Medical Center management and staff abide by the philosophy that all patients are to be treated with respect, dignity, and sensitivity. We are currently looking for an Executive Assistant to perform diverse secretarial and administrative duties for one or more members of our Administration. The incumbent will coordinate the flow of communications into and out of the Administrative Office, manage the office operations, and provide administrative and secretarial support to the team. Responsibilities:

• Provide backup coverage in the Executive Office, as assigned.
• Maintain contact with internal departments within the institution. Refer complaints and compliments, or other pertinent information.
• Complete special projects for the Senior Vice President, affiliates, consultants, Board of Directors, or other department directors professionally.
• Coordinate the schedule for the Senior Vice President, Nursing & Patient Services, arranging appointments, maintaining calendars, updating daily for self and Senior Vice President as evidenced by the following:
  • Appointments are scheduled, canceled, and rescheduled as needed without error.
  • An abbreviated schedule is prepared daily with follow-up material attached for perusal.
  • Back-up materials for meetings are prepared and sent insufficient time for review and preparation prior to meetings. Prepare PowerPoint slides to be used as presentation tools.
  • Organize detailed travel arrangements for conferences, speaking engagements, seminars, and business meetings by:
    • Secure travel arrangements, hotel accommodations, registration payments, and reimbursements.
    • Arrange for audiovisual equipment and any materials to be distributed.
    • Maintain individual files and expense logs for all trips taken.
    • Respond positively to changing circumstances to maximize the opportunity or minimize the problem. Act decisively and take effective action whenever necessary.
    • Organize the filing system and maintain files and records such as reports, contracts, correspondence, trips, committees, division correspondence, and other records for the smooth operation of the office.
    • Type and edit general and confidential correspondence, contracts, proposals, reports, and other documents for the Senior Vice President and affiliate committees, utilizing own knowledge, draft material, or Dictaphone.
    • Open, review, sort, and distribute mail received, bringing to the attention of the Senior Vice President important dates, documents, and communications requiring an immediate response.
    • Prepare time cards for payroll. Check for accuracy.
    • Demonstrate flexibility and take initiative.
    • Perform all other duties as assigned. Qualifications:
      • High School Diploma or GED equivalent required within one (1) year of hire (Required).
      • Post-secondary courses in business, or secretarial school is desirable.
      • Three to five years of secretarial experience at the executive level.
      • Excellent communication skills, including, written and verbal.
      • Strong interpersonal skills.
      • Computer literacy is required.
      • Ability to exercise tact, discretion, and judgment regarding personal/confidential material.
      • Expertise in cooperating with employees and staff members at all levels, and individuals of diverse backgrounds.
      • Strong project management skills in order to set and maintain strict schedules, timetables, etc., and to remain flexible regarding changing work volume.
      • Able to compose independent correspondence, reports, memos, etc. *Candidates who do not possess a High School Diploma or GED equivalent will be provided the opportunity to enroll in a GED/HSEA program at the time of hire as a condition of employment. A hired candidate will be provided one (1) year from the date of hire to successfully complete a GED program and obtain their HSEA. RWJBarnabas Health is committed to our communities and the members we serve. RWJBH understands that in order to create strong, healthy, and sustainable communities, we have to re-engineer and transform current systems. Providing educational support and resources contributes to our overall social impact mission and community investment efforts.RWJBarnabas Health is an Equal Opportunity Employer

Keywords: Robert Wood Johnson University Hospital New Brunsw, Newark , Executive Assistant - Administration, Other , Newark, New Jersey