Executive Secretary

at  RWJBarnabas Health

JOB OVERVIEW:

Performs a variety of complex administrative functions for multiple Vice Presidents across several divisions. Requires a comprehensive knowledge of Hospital as well as unit 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 Hospital.

QUALIFICATIONS:

Required:

• High School graduate with additional business or secretarial school training or equivalent required.
• Three to five years secretarial experience at the executive level
• Typing 50 to 65 wpm required
• Computer literacy required
• Ability to exercise tact, discretion and judgment regarding personal/confidential material
• Ability to communicate and cooperate with employees and staff members at all levels and individuals of diverse backgrounds
• Ability to set and maintain strict schedules, time tables, etc. and to remain flexible regarding changing work volume
• Ability to compose independent correspondence, reports, memos, etc

SCHEDULING REQUIREMENTS:

• Day Shift
• 8am to 4:30pm
• Full-Time

ESSENTIAL FUNCTIONS:

• Maintains contact with internal departments within the institution. Refers any complaints and compliments or other pertinent information to the Vice President(s)
• Opens, reviews, sorts and distributes mail received, bringing to the attention of the Vice President(s) important dates, documents and communications requiring immediate response
• Prepares time cards for payroll and checks for accuracy
• Provides back-up coverage in the President s Office as assigned
• Types and edits general and confidential correspondence, contracts, proposals, reports and other documents for the Vice President(s) and affiliate committees, utilizing own knowledge, draft material or Dictaphone. Confidential information is not released unless instructed by the Vice President(s). Finished copy will be neat with no errors in the final copy leaving the department
• Completes special projects for the Vice President(s), affiliates, consultants, Board of Directors or other department directors in a professional manner as evidenced by the following:
• Projects are completed according to the established guidelines and time frames of the requesting party.
• Effective time management skills are used to ensure that projects are completed without jeopardizing normal daily work requirements.
• Coordinates the schedule for the Vice President(s), arranging appointments, maintaining calendars, updating daily for self and Vice President(s) as evidenced by the following:
• Appointments are scheduled, cancelled 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 in sufficient time for review and preparation prior to meetings. Prepares PowerPoint slides to be used as presentation tools.
• 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
• Organizes detailed travel arrangements for conferences, speaking engagements, seminars, and business meetings by:
• Securing travel arrangements, hotel accommodations, registration payments and reimbursements
• Arranges for audio visual equipment and any materials to be distributed.
• Maintains individual files and expense logs for all trips taken
• Organizes the 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:
• Files are kept without error in an up-to-date manner for all correspondence of the Vice President(s)
• Retrieval is possible in less than five minutes under normal circumstances.
• Confidential data or information is secure from internal or external intrusion
• Telephone duties are handled in a professional manner, as evidenced by the following key performance indicators
• The Secretary of the Vice President(s) Services carries out the principles of positive guest relations by maintaining good rapport with all guests

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.