Executive Assistant

Job Title:

Executive Secretary

Location:

Main Hospital – New Brunswick
Department Name:
Administration
Req #:
Status:
Salaried

Shift: Day
Pay Range: $72,000.00 – $93,000.00 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.

The Executive Assistant performs a variety of complex administrative functions in support of assigned Executive Leaders at RWJ Barnabas Health’s New Brunswick Campus. This role requires a comprehensive knowledge of the hospital, departmental policies and procedures, the ability to make independent judgments on administrative matters, and the skill to interact professionally and effectively with the highest levels of personnel, both within the hospital and with external partners.

The Executive Assistant is responsible for managing calendars, coordinating meetings and events, maintaining timekeeping for exempt staff, and safeguarding confidential information. This position plays a key role in ensuring seamless daily operations and supporting the leadership team in achieving organizational goals.

• Bachelor’s Degree required; equivalent combination of education and relevant experience may be considered
• 7–10 years of experience supporting executive-level leadership
• Proven experience in board meeting preparation and coordination
• Expertise in developing and formatting high-quality presentations and reports
• Strong understanding of budgeting and expense management
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Exceptional organizational and calendar management skills with keen attention to detail
• Outstanding verbal and written communication abilities
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and manage sensitive information with discretion

• Minimum of 3 years of administrative, secretarial, or executive support experience, preferably in a healthcare or large organizational setting
• Experience with project management and event coordination
• Familiarity with timekeeping processes for exempt staff
• Experience with People Soft or similar enterprise resource systems

• Shift Working:
  Monday — Friday
• Day Shift
• Full-Time, 40 Hours Per Week

• Serve as the primary point of contact for the executive office, responding to calls, emails, and visitors while directing inquiries appropriately
• Manage and maintain executive calendars, coordinating appointments, meetings, conference calls, and special events
• Prepare agendas, materials, and accurate minutes for monthly Department Head Meetings and other leadership sessions
• Coordinate and support departmental events, such as “Food for Thought” and other organizational initiatives
• Provide timekeeping support for exempt staff, ensuring compliance with organizational guidelines and timely submissions
• Prepare presentations, reports, correspondence, and other documents in a polished, professional manner
• Perform a variety of administrative support tasks, including filing, scanning, mail distribution, faxing, and maintaining organized records
• Process capital requisitions and verify budget compliance through the People Soft system
• Maintain strict confidentiality of sensitive information and uphold RWJ Barnabas Health policies and procedures
• Provide support for special projects and perform additional duties as assigned by the Executive Leader

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 employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees’ physical, emotional, financial,…