024 - Executive Secretary
About The Position
The Executive Secretary – Behavioral Health & Operations provides comprehensive administrative, operational, and executive-level support to the Director of Behavioral Health and designated senior Operations leadership. The role supports the Behavioral Health Department in a fast-paced healthcare environment and requires strong organization, technological proficiency, attention to detail, resourcefulness, and the ability to independently manage multiple priorities. The position serves as a central administrative resource, supporting calendar management, meeting coordination, data entry and reporting, document preparation, patient complaint coordination, supply and work-order management, telephone management, and general administrative needs. It involves regular interaction with patients, employees, clinical providers, department leaders, vendors, and senior leadership, requiring professionalism, sound judgment, discretion, confidentiality, and effective communication. The Executive Secretary provides administrative support to department leadership; manages complex calendars, appointments, meetings, conference calls, and scheduling priorities; coordinates meeting logistics and follow-up; prepares correspondence, memoranda, letters, presentations, reports, minutes, and other documents; drafts routine communications and routes matters requiring executive review; maintains electronic and physical records; tracks assignments, deadlines, initiatives, and action items; and handles confidential employee, patient, operational, and organizational information. The position is full-time, located at the Legal Address in Bronx, New York, with a stated hourly salary range of $23.00–$25.00.
Requirements
- High school diploma or equivalent required.
- Bilingual fluency required.
- Demonstrated experience using an electronic health record system.
- NextGen experience required, or advanced proficiency with a comparable ambulatory EHR and the ability to become proficient in NextGen quickly.
Nice To Haves
- Associate degree preferred; a bachelor's degree in Business Administration, Healthcare Administration, Behavioral Health, Public Administration, or a related field is strongly preferred.
- At least three years of progressively responsible administrative or executive support experience preferred.
- Healthcare, ambulatory care, Behavioral Health, FQHC, hospital, or medical-office experience strongly preferred.
- Prior experience supporting a director, senior leader, executive, or multiple department leaders strongly preferred.
- Spanish/English bilingual fluency is strongly preferred based on organizational and patient population needs.
Responsibilities
- Provide comprehensive administrative support to the Director of Behavioral Health and designated senior Operations leadership.
- Manage complex calendars, appointments, meetings, conference calls, and scheduling priorities.
- Coordinate meetings by scheduling participants, reserving meeting space, preparing agendas and supporting materials, and documenting follow-up items.
- Prepare professional correspondence, memoranda, letters, presentations, reports, meeting minutes, and other administrative documents.
- Draft routine communications on behalf of departmental leadership and route correspondence requiring executive review.
- Maintain organized electronic and physical files, departmental records, correspondence, reports, and administrative documentation.
- Track assignments, deadlines, departmental initiatives, and outstanding action items and provide appropriate follow-up.
- Exercise discretion when handling confidential employee, patient, operational, and organizational information.
- Support departmental operations through data entry and reporting, patient complaint coordination, supply and work-order management, telephone management, and general administrative support.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
