Executive Secretary

City of New York

4d • $60,000 - $88,000 • Onsite

About The Position

Lincoln Medical and Mental Health Center is one of New York City's premier acute care hospitals. Located in Downtown Bronx, Lincoln is a teaching hospital renowned for its Centers of Excellence, and a recognized industry leader in the implementation of state-of-the art medical technology and best practices. Our team of highly trained and caring medical professionals is dedicated to providing the highest quality health care that is safe, compassionate, culturally competent and patient-centered. Comprehensive services are offered in three major primary care areas: Medicine, Pediatrics, and Women's Health in addition to more than eighty (80) specialty services. At Lincoln, the safety and comfort of our patients is our number one priority. 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. 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.

Requirements

• Associate's Degree from an accredited college or university with specialization in Secretarial Science, Office Administration or Technology, Business Administration or related areas of study and two (2) years of executive administrative assistant experience, or
• High School Diploma or its educational equivalent approved by a State's Department of Education or a recognized accrediting organization and three (3) years of experience, as described in “1” above.
• A satisfactory equivalent combination of education, training and experience. However, all candidates must have a minimum of a four-year high school diploma or its educational equivalent. A Bachelor's degree may be considered equivalent to four (4) years of relevant professional experience as described in “1” above.

Responsibilities

• 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.
• Prepares and distributes agendas, meeting packets, presentations, and communications, and makes necessary arrangements.
• 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.
• 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.
• 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.
• 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.
• May supervise clerical personnel assigned to the executive office.
• Performs related work, as assigned.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees