Executive Secretary

Since 1875, South Brooklyn Health has established its reputation for clinical excellence and culturally competent care. It has designations as a Certified Percutaneous Coronary Intervention (PCI) Center, an Advanced Primary Stroke Center, an accredited Baby-Friendly Hospital, a U.S. News & World Report high performing hospital. The hospital's staff is as diverse as the patients they serve. Interpreter services can be provided at any time of the day or night in over 130 languages.

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.

8:00 A.M – 4:00 P.M

Purpose:

This Executive Secretary will be responsible for supporting executive leadership. The ideal candidate is an organized, resourceful, responsive, and forward-thinking colleague, who is adept at scheduling, coordinating calendars and expense management, along with other administrative responsibilities to support these leaders and their teams. Essential to this role is a passion for learning, a strong work ethic and demonstrated personal excellence.
Specific Duties and Responsibilities:

The Executive Secretary is charged with and responsible for:
1. Prepares agenda, assembles materials, makes necessary arrangements to record proceedings of meetings and conferences.
2. Actively participate in team meetings and proactively manage meetings, including all related logistics (rooms, webex, documents, catering, etc.) managing organization charts, and maintaining team distribution lists. Proactively and independently review calendars for conflicts that might occur and make necessary adjustments
3. Assist team and peers with process and calendar related questions and best practices.
4. Manage departmental assets, supplies & services procurement and other administrative support tasks
5. Perform general tasks including, but not limited to, preparing correspondence, research requested information, prepare pre-meeting materials for review.
6. Communication- employs excellent oral and written communication skills as well as active listening.
7. Prepares travel arrangements when necessary
8. Creates extensive tickler system for project deliverables, etc.
9. Manages safety huddle minutes, scheduling and calendar.
10. Prepares purchase orders, invoices and or financial statements.
11. Conduct in-depth research on projects with ability to present multiple options clearly and concisely based on findings.
12. Perform all duties in alignment with the mission, vision, values, and behavioral expectations of NYC Health + Hospitals

1. a. High School Diploma or equivalent, and four years of clerical experience including two years as a stenographic secretary; or,
b. A Baccalaureate Degree from an accredited college or university and one year of experience as a stenographic secretary; or,
c. An Associate Degree with specialization in Secretarial Science and three years of clerical experience, one year of which shall have been as a stenographic secretary.
2. 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.
3. High level verbal, written and secretarial skills and knowledge required; or,
4. A satisfactory combination of education, training and experience.

• Ability to manage multiple tasks efficiently and effectively while meeting deadlines
• Microsoft Office suite skills highly proficient in Outlook a plus
• Hospital experience preferred.
• Critical Thinking – Demonstrated ability to exercise sound judgment, act independently, anticipate needs, and be resourceful
• Excellent organization and prioritization skills with strong attention to detail and accuracy, particularly with calendaring

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

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
• Loan Forgiveness Programs for eligible employees
• Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts
• College tuition discounts and professional development opportunities
• Multiple employee discounts programs