NYC Health Hospitals
Executive Secretary Job at NYC Health Hospitals in New York
NYC Health Hospitals, New York, NY, US
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:
1. 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.
2. Prepares and distributes agendas, meeting packets, presentations, and communications, and makes necessary
arrangements.
3. 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.
4. 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.
5. 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.
6. 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.
7. May supervise clerical personnel assigned to the executive office.
8. Performs related work, as assigned. Minimum Qualifications
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. Department Preferences
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:
1. 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.
2. Prepares and distributes agendas, meeting packets, presentations, and communications, and makes necessary
arrangements.
3. 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.
4. 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.
5. 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.
6. 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.
7. May supervise clerical personnel assigned to the executive office.
8. Performs related work, as assigned. Minimum Qualifications
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. Department Preferences
- Exceptional written and verbal communication skills.
- Strong technical aptitude, including:
1.Experience tracking and managing tickets in ServiceNow,
2.Proficiency in Teamwork and Smartsheet,
3.Advanced use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). - Excellent organizational and time management skills, with a strong focus on follow-through.
- Ability to manage sensitive information with discretion and integrity.
- Self-motivated and reliable, with the ability to work independently in a remote setting.
- 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