Executive Secretary

Executive Secretary Department

QUALITY AND SAFETY

Location Manhattan Job

ID134303

Civil Service ClassificationManagerial Hire In Rate$60,000.00 (for employees new to HHC) Salary Range$60,000.00 - $75,000.00 Pay FrequencyYear Full/Part TimeFull-Time Regular/TemporaryRegular Regular ShiftDay About NYC Health + Hospitals 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 The Executive Assistant will have a broad range of office management and information systems software skills. The Executive Assistant is responsible for coordinating and managing a broad range of areas across the Office of Quality & Safety at Central Office, including Risk Management and other areas within the Office when there is a need. The Executive Assistant will provide administrative support to the Assistant Vice President (AVP) of Risk Management, Directors, and other Office of Quality & Safety leaders as assigned.

SUMMARY OF ESSENTIAL DUTIES AND RESPONSIBILITIES

Manage the Assistant Vice President's calendar and schedule meetings as requested. Support the development of project materials, including but not limited to meeting agendas, making photocopies of handouts for meetings, scheduling and coordinating conference room space, registration, etc. Help plan and prepare for various Office of Quality & Safety's system-wide conferences. Attend department staff meetings for Risk Management and for the Office of Quality & Safety and record meeting action items for follow up. Liaise with various departments at Central Office, as well as work collaboratively with facility and service-line leadership, and support task completion as it relates to risk management and other quality activities. Establish and nurture strong working relationships with Central Office and facility administrative support. Provide in-person and telephonic customer service to those that call and/or enter the Office of Quality & Safety suite. Provide administrative support to various committees, including attending the meetings and following up on administrative aspects. Work with internal and external partners to manage shipments, office supply orders, etc. Aid the AVP, Directors, and other Quality & Safety leaders on other tasks related to departmental activities. Minimum Qualifications 1.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 ofexecutive administrative assistant experience, or 2.High School Diploma or its educational equivalent approved by a State's Department of Education or arecognized accrediting organization and three (3) years of experience, as described in "1" above. 3.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 maybe considered equivalent to four (4) years of relevant professional experience as described in "1" above. Department Preferences Four years of clerical experience Professional and customer-service focus Functional/technical skills Excellent written/oral communication skills Computer proficiency: Microsoft Office applications including Excel, PowerPoint, and Word Development of meeting agendas, minutes, correspondence and reports as requested Outlook management; daily calendar and scheduling meetings for the Assistant Vice President and Senior Director Creative problem-solving skills Ability to prioritize responsibilities, handle multiple projects simultaneously Ability to work well under the pressure of deadlines Strong oral, verbal, and written communication skills Ability to be flexible and show strong attention to detail Excellent oral and written communication Ability to convey information in understandable terms to all customers Positive and pleasant attitude conducive to teamwork Self-motivated with strong organizational and analytic skills Detailed oriented. Computer literacy; proficiency with Microsoft Office products and Outlook is required. Proficient in Microsoft Office Suite Excellent computer skills 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. High level verbal, written and secretarial skills and knowledge required; Benefits NYC Health and Hospitals offers a competitive benefits package that includes: 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