Executive Secretary

Executive Secretary

DepartmentHR ADMINISTRATION

Location

Queens

Job ID138140

Civil Service ClassificationManagerial

Hire In Rate$60,000.00 (for employees new to HHC)

Salary Range$60,000.00 - $70,000.00

Pay FrequencyYear

Full/Part TimeFull-Time

Regular/TemporaryRegular

Regular ShiftDay

Add to Favorite Jobs

About NYC Health + Hospitals

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:

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.

Prepares and distributes agendas, meeting packets, presentations, and communications, and makes necessary arrangements.

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.

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.

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.

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.

May supervise clerical personnel assigned to the executive office.

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, or2.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

Knowledge, Skills, Abilities and other Requirements:

High School Diploma/GED required

Associate's Degree or above preferred

HR principles, policies, and practices

Employment records management and document retention requirements

Office administration and executive support

Calendar management and scheduling

Business writing/professional correspondence

HRIS, Microsoft Office

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