RWJBarnabas Health
Job Title: Executive Secretary
Location: Main Hospital - New Brunswick
Department Name: Administration
Req #: 0000216651
Status: Salaried
Shift: Day
Pay Range: $72,000.00 - $93,000.00 per year
Pay Transparency:
The above reflects the anticipated annual salary range for this position if hired to work in New Jersey.
The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.
Job Overview:
The Executive Assistant performs a variety of complex administrative functions in support of assigned Executive Leaders at RWJ Barnabas Health's New Brunswick Campus. This role requires a comprehensive knowledge of the hospital, departmental policies and procedures, the ability to make independent judgments on administrative matters, and the skill to interact professionally and effectively with the highest levels of personnel, both within the hospital and with external partners. The Executive Assistant is responsible for managing calendars, coordinating meetings and events, maintaining timekeeping for exempt staff, and safeguarding confidential information. This position plays a key role in ensuring seamless daily operations and supporting the leadership team in achieving organizational goals. Qualifications:
Required: High School Diploma or equivalent Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Excellent organizational, calendar management, and communication skills Ability to handle confidential and sensitive information with discretion Strong judgment and decision-making skills Preferred: Minimum of 3 years of administrative, secretarial, or executive support experience, preferably in a healthcare or large organizational setting Experience with project management and event coordination Familiarity with timekeeping processes for exempt staff Experience with PeopleSoft or similar enterprise resource systems Scheduling Requirements:
Shift Working: Monday - Friday Day Shift Full-Time, 40 Hours Per Week Essential Functions:
Serve as the primary point of contact for the executive office, responding to calls, emails, and visitors while directing inquiries appropriately Manage and maintain executive calendars, coordinating appointments, meetings, conference calls, and special events Prepare agendas, materials, and accurate minutes for monthly Department Head Meetings and other leadership sessions Coordinate and support departmental events, such as "Food for Thought" and other organizational initiatives Provide timekeeping support for exempt staff, ensuring compliance with organizational guidelines and timely submissions Prepare presentations, reports, correspondence, and other documents in a polished, professional manner Perform a variety of administrative support tasks, including filing, scanning, mail distribution, faxing, and maintaining organized records Process capital requisitions and verify budget compliance through the PeopleSoft system Maintain strict confidentiality of sensitive information and uphold RWJ Barnabas Health policies and procedures Provide support for special projects and perform additional duties as assigned by the Executive Leader Benefits and Perks:
Paid Time Off including Vacation, Holidays, and Sick Time Retirement Plans Medical and Prescription Drug Insurance Dental and Vision Insurance Disability and Life Insurance Paid Parental Leave Tuition Reimbursement Student Loan Planning Support Flexible Spending Accounts Wellness Programs Voluntary Benefits (e.g., Pet Insurance) Community and Volunteer Opportunities Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon RWJBarnabas Health is an Equal Opportunity Employer
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The Executive Assistant performs a variety of complex administrative functions in support of assigned Executive Leaders at RWJ Barnabas Health's New Brunswick Campus. This role requires a comprehensive knowledge of the hospital, departmental policies and procedures, the ability to make independent judgments on administrative matters, and the skill to interact professionally and effectively with the highest levels of personnel, both within the hospital and with external partners. The Executive Assistant is responsible for managing calendars, coordinating meetings and events, maintaining timekeeping for exempt staff, and safeguarding confidential information. This position plays a key role in ensuring seamless daily operations and supporting the leadership team in achieving organizational goals. Qualifications:
Required: High School Diploma or equivalent Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Excellent organizational, calendar management, and communication skills Ability to handle confidential and sensitive information with discretion Strong judgment and decision-making skills Preferred: Minimum of 3 years of administrative, secretarial, or executive support experience, preferably in a healthcare or large organizational setting Experience with project management and event coordination Familiarity with timekeeping processes for exempt staff Experience with PeopleSoft or similar enterprise resource systems Scheduling Requirements:
Shift Working: Monday - Friday Day Shift Full-Time, 40 Hours Per Week Essential Functions:
Serve as the primary point of contact for the executive office, responding to calls, emails, and visitors while directing inquiries appropriately Manage and maintain executive calendars, coordinating appointments, meetings, conference calls, and special events Prepare agendas, materials, and accurate minutes for monthly Department Head Meetings and other leadership sessions Coordinate and support departmental events, such as "Food for Thought" and other organizational initiatives Provide timekeeping support for exempt staff, ensuring compliance with organizational guidelines and timely submissions Prepare presentations, reports, correspondence, and other documents in a polished, professional manner Perform a variety of administrative support tasks, including filing, scanning, mail distribution, faxing, and maintaining organized records Process capital requisitions and verify budget compliance through the PeopleSoft system Maintain strict confidentiality of sensitive information and uphold RWJ Barnabas Health policies and procedures Provide support for special projects and perform additional duties as assigned by the Executive Leader Benefits and Perks:
Paid Time Off including Vacation, Holidays, and Sick Time Retirement Plans Medical and Prescription Drug Insurance Dental and Vision Insurance Disability and Life Insurance Paid Parental Leave Tuition Reimbursement Student Loan Planning Support Flexible Spending Accounts Wellness Programs Voluntary Benefits (e.g., Pet Insurance) Community and Volunteer Opportunities Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon RWJBarnabas Health is an Equal Opportunity Employer
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