Executive Secretary

Job Description

About NYC Health + Hospitals

Queens Hospital Center is making good on its promise to the people of southeastern and central Queens to maximize both patient convenience and positive clinical outcomes. Residents of Queens can count on the delivery of quality medical care right in their own borough. In 2002 the hospital opened a state-of-the-art, 261-bed facility that includes the Queens Cancer Center, the first comprehensive cancer treatment center in the borough.

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.

Job Description :

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.

Preferred Skills :

• Detail Oriented
• Strong Interpersonal and communication skills to communicate with all levels of the health care organization
• Complex Project Management
• Microsoft Office Suite
• Time Management
• Customer Service Communications
• Webex
• Microsoft Office (PPT, Word, Excel, Vizio)
• Peoplesoft ERP

Benefits :

NYC Health and Hospitals offers a competitive benefits package that includes :

Work Shifts

9 : 00 A.M- 5 : 00 P.M

How To Apply

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