RWJBarnabas Health is hiring: Executive Assistant in New Brunswick

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

• Bachelor’s Degree required; equivalent combination of education and relevant experience may be considered
• 7–10 years of experience supporting executive-level leadership
• Proven experience in board meeting preparation and coordination
• Expertise in developing and formatting high-quality presentations and reports
• Strong understanding of budgeting and expense management
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Exceptional organizational and calendar management skills with keen attention to detail
• Outstanding verbal and written communication abilities
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and manage sensitive information with discretion

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

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.

Benefits and Perks

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees’ physical, emotional, financial, personal, career, and community wellbeing. These benefits and resources include, but are not limited to:

• 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
• ….and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey—whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.