Executive Secretary

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city's five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Work Shifts

9:00 A.M - 5:00 P.M

Duties & Responsibilities

Purpose of Position:
Under the direction of executive or senior leadership, with moderate latitude for initiative and exercise of judgment, is responsible for providing executive support by performing a broad variety of confidential projects and assignments. Ensures efficient and effective operation of the administrative area and acts in compliance with applicable New York City Health + Hospitals policies and procedures.

Examples of Typical Tasks:
1. Plans and coordinates meetings and events; meets and greets visitors, manages calendar of appointments and coordinates and reserves conference rooms. Keeps the Executive informed of upcoming commitments, appointments, and pending matters.
2. Prepares and distributes agendas, meeting packets, presentations, and communications, and makes necessary arrangements.
3. Accurately prepares, edits, and/or composes confidential correspondence and reports. Maintains all private and confidential records, documents, and correspondence. Prepares replies to correspondence and initiates action on matters other than those specifically requiring the attention of the Executive.
4. Manages high volume of telephonic communication and prioritizes calls and messages; organizes, distributes and sorts incoming mail and materials, routing to appropriate personnel and/or departments. Orders office supplies and provides other general administrative support.
5. Serves as the primary point of contact for internal and external parties on all matters pertaining to executive administration of the Office; liaises with executive and senior administrative assistants to handle requests from senior leadership.
6. Arranges business-related travel plans and itineraries, and compiles documents for travel-related meetings. Prepares expense reimbursements and petty cash requisitions, and submits invoices, as required.
7. May supervise clerical personnel assigned to the executive office.
8. Performs related work, as assigned.

Minimum Qualifications
1. Associate's Degree from an accredited college or university with specialization in Secretarial Science,Office Administration or Technology, Business Administration or related areas of study and two (2) years of executive administrative assistant experience, or
2.High School Diploma or its educational equivalent approved by a State's Department of Education or arecognized accrediting organization and three (3) years of experience, as described in "1" above.
3.A satisfactory equivalent combination of education, training and experience. However, all candidates must have a minimum of a four-year high school diploma or its educational equivalent. A Bachelor's degree maybe considered equivalent to four (4) years of relevant professional experience as described in "1" above.

Department Preferences

• Demonstrated advanced proficiency in MS Word, Excel and PowerPoint.
• The ability to take dictation accurately, rapidly and to transcribe. Ability to exercise discretion and diplomacy in all internal and external contact relationships and to exercise initiative in the preparation of routine correspondence, in handling administrative details and to maintain confidentiality of all executive and Corporate matters.
• High level verbal, written and administrative skills.
• Highly organized and detail-oriented with minimal supervision.

Benefits

NYC Health and Hospitals offers a competitive benefits package that includes:

• Comprehensive Health Benefits for employees hired to work 20+ hrs. per week
• Retirement Savings and Pension Plans
• Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts
• Loan Forgiveness Programs for eligible employees
• College tuition discounts and professional development opportunities
• College Savings Program
• Union Benefits for eligible titles
• Multiple employee discounts programs
• Commuter Benefits Programs

If you wish to apply for this position, please apply online by clicking the "Apply for Job" button.