Executive Secretary - Nyc Health Hospitals : Job Details

Since 1875, South Brooklyn Health has established its reputation for clinical excellence and culturally competent care. It has designations as a Certified Percutaneous Coronary Intervention (PCI) Center, an Advanced Primary Stroke Center, an accredited Baby-Friendly Hospital, a U.S. News & World Report high performing hospital. The hospital's staff is as diverse as the patients they serve. Interpreter services can be provided at any time of the day or night in over 130 languages. 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 8:00 A.M - 4:00 P.M Duties & Responsibilities 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. Department Preferences • Ability to manage multiple tasks efficiently and effectively while meeting deadlines • Microsoft Office suite skills highly proficient in Outlook a plus • Hospital experience preferred. • Critical Thinking - Demonstrated ability to exercise sound judgment, act independently, anticipate needs, and be resourceful. • Excellent organization and prioritization skills with strong attention to detail and accuracy, particularly with calendaring. 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