Executive Assistant

Our team members are the heart of what makes us better.

At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community.

Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

The Executive Assistant performs a full range of administrative and secretarial duties in the Executive Office of the President/CEO.

A day in the life of an Executive Assistant at Hackensack Meridian Health includes:

• Performs administrative and secretarial functions to maintain efficient information workflow in the Executive Office.
• Takes and transcribes dictation from the President. Answers routine correspondence on own initiative. Initiates and performs administrative duties for the President when required.
• Relieves President of routine administrative detail. Facilitates and implements the President's decisions when required.
• Communicates and works effectively with management and support staff. Acts as liaison between CEO and key executives.
• Arranges and coordinates conferences, corporate and committee meetings and special programs. Takes and transcribes minutes of special meetings as necessary.
• Maintains CEO appointment calendar. Maintains a duplicate record of CEO's appointments on personal calendar. Schedules CEO appointments and maintains schedule of appointments and follows up to assure attendance.
• May interpret established bylaws, policies and procedures in absence of the President, as authorized.
• May, as delegated on behalf of the President, sign his name to correspondence, requisitions, vouchers and other forms of correspondence.
• Does preliminary research and information gathering for reports, compiles statistical data and helps edit reports. Scans publications and highlights pertinent information.
• Completes special projects assigned by the President. Exercises judgment and initiative in the schedule of priorities and in the performance of duties.
• Coordinates CEO travel arrangements. Uses travel agents, personal knowledge and resources. Makes necessary reservations and obtains transportation tickets. Arranges for CEO travel advances. Prepares an itinerary. May also be coordinated for members of the board of directors as necessary.
• Maintains a positive public relations image for the hospital acting as liaison for the President.
• Uses proper telephone procedures. Maintains personal directory of frequently called numbers. Handles annoyance calls properly with tact and courtesy. Communicates with callers and screens calls referred to the CEO. Provides assistance to the calling party, routing to the proper source of information. Must create a friendly, cooperative impression on all callers.
• Screens visitors and those not requiring the President's personal attention; assists personally or refers to appropriate executive.
• Exercises tact, diplomacy and a pleasant attitude in dealing with visitors and staff members.
• Maintains appropriate department records and establishes a departmental filing system with responsibility for secretarial functions.
• Initiates new office procedures. Maintains a readily accessible and updated filing system. Maintains the files in a current and orderly manner, including those in the President's office.
• Processes mail by following appropriate procedures. Opens, date stamps, records and categorizes incoming mail. Routes inter-office communications.
• Maintains follow‑up on all reports due. Maintains record of attendance including time off requests…