Executive Assistant

Posted Date 14 Feb 2024



Experience Icon Experience 10 Years Salary Salary 220000USD
Job Type Icon Job Type Full Time Company Company Hackensack Meridian Health
Job Category Icon Job Category Assistant Qualification Icon Qualification BS Administration
Gender IconGender Both Date Last Date 14 May
Vacancies IconVacancies 1 Remote IconRemote No
Location Location(s) New Jersey , United States

Description Job Description


At⠀Hackensack⠀Meridian⠀Health we⠀help our⠀patients⠀live⠀better,⠀healthier⠀lives —⠀and we⠀help one⠀another to⠀succeed.⠀With a⠀culture⠀rooted in⠀connection⠀and⠀collaboration,⠀our⠀employees⠀are team⠀members.⠀Here,⠀competitive⠀benefits⠀are just⠀the⠀beginning.⠀It’s⠀also about⠀how we⠀support⠀one⠀another⠀and how we⠀show up⠀for our⠀community.

Together,⠀we keep⠀getting⠀better -⠀advancing⠀our⠀mission to⠀transform⠀healthcare⠀and serve⠀as a⠀leader of⠀positive⠀change.

The⠀Executive⠀Assistant⠀reports to⠀the⠀Executive(s)⠀and⠀relieves⠀the⠀executive⠀of⠀administrative⠀type⠀functions⠀in order⠀to⠀increase⠀the time⠀an⠀executive⠀has⠀available⠀for⠀executive⠀level⠀responsibilities.⠀The⠀Executive⠀Assistant⠀in the⠀Foundation⠀will also⠀provide⠀support⠀and back⠀up to the⠀HUMC⠀Concierge⠀Program.⠀This role⠀will⠀support⠀the⠀tracking⠀and⠀maintenance⠀of a⠀comprehensive⠀medical⠀assistant⠀program⠀offered to⠀donors⠀throughout⠀HUMCF,⠀including⠀serving as⠀a liaison⠀to program⠀members,⠀giving⠀them⠀guidance⠀and⠀support⠀for⠀inpatient⠀and⠀outpatient⠀visits,⠀scheduling⠀appointments,⠀and⠀overall⠀navigation.

Responsibilities:
A day in the life of a Executive Assistant at Hackensack Meridian Health includes:

  • Schedules⠀appointments,⠀meetings⠀or⠀conferences⠀for⠀departmental⠀personnel⠀utilizing⠀interdepartmental⠀and/or⠀hospital⠀wide⠀computerized⠀scheduling⠀systems.
  • Prioritizes⠀calls⠀through⠀screening⠀process,⠀transfers⠀calls,⠀records⠀messages,⠀and⠀delivers⠀to⠀appropriate⠀personnel.
  • Coordinates⠀special⠀projects⠀as⠀instructed,⠀composes⠀memos,⠀transcribes⠀notes, and⠀researches⠀and⠀creates⠀presentations.
  • Generates⠀reports,⠀handles⠀multiple⠀projects,⠀and⠀prepares⠀and⠀monitors⠀invoices⠀and⠀expense⠀reports.
  • Prepares⠀and files⠀routine⠀and⠀advanced⠀correspondence⠀including⠀letters,⠀memoranda,⠀and⠀reports.
  • May⠀handle a⠀wide⠀variety of⠀situations⠀and⠀conflicts⠀involving⠀the⠀clerical⠀and⠀administrative⠀function⠀of the⠀office.
  • Reviews⠀and⠀distributes⠀daily mail⠀correspondence⠀to⠀appropriate⠀personnel.
  • Orders⠀office⠀supplies⠀and⠀maintains⠀inventory.
  • Maintains⠀up-to-date⠀departmental⠀manuals⠀and⠀files.
  • May⠀assist⠀with⠀compiling⠀and⠀developing⠀the annual⠀budget.
  • Responsible⠀for⠀confidential⠀and time⠀sensitive⠀material.
  • Uses⠀the⠀hospital⠀contact⠀information⠀and⠀specific⠀process⠀flow⠀(Playbook)⠀to⠀interact⠀with the⠀hospital⠀team to⠀meet
  • Concierge⠀program⠀members¿⠀clinic⠀needs.
  • Communicates⠀updated⠀hospital⠀team and⠀leadership⠀changes⠀with the⠀Concierge⠀Program⠀manager to⠀update the⠀Playbook⠀accordingly.
  • Communicates⠀Concierge⠀program⠀member⠀needs and⠀coordinates⠀execution⠀of⠀services⠀to ensure⠀we are⠀caring for⠀the⠀patient⠀and family⠀effectively⠀and in a⠀meaningful⠀way.
  • Tracks⠀and⠀records⠀program⠀member⠀interactions⠀(saving⠀emails and⠀communication⠀with⠀hospital⠀team⠀members).
  • Updates⠀HUMC and⠀HUMCF⠀leaders on⠀Concierge⠀program⠀members¿⠀status⠀throughout⠀their care⠀journey⠀until⠀discharged.
  • Assists⠀in⠀collaboration⠀with HUMC⠀team and⠀HMH⠀Network to⠀ensure the⠀Concierge⠀program¿s⠀protocol⠀is in⠀place and⠀facilitated⠀appropriately⠀and⠀efficiently⠀when our⠀members⠀are using⠀another⠀facility⠀within⠀HMH.
  • Relies⠀on⠀experience⠀and⠀judgment⠀to plan⠀and⠀accomplish⠀goals.
  • Other⠀duties as⠀assigned.
  • Adheres⠀to HMH⠀Organizational⠀competencies⠀and⠀standards⠀of⠀behavior.
Qualifications:
Education, Knowledge, Skills and Abilities Required:
  • High⠀School⠀diploma,⠀general⠀equivalency⠀diploma⠀(GED),⠀and/or GED⠀equivalent⠀programs.
  • Minimum⠀of 10⠀years of⠀experience⠀is a⠀related⠀field.
  • Minimum⠀of 2 years⠀of working⠀for top⠀level⠀Executive(s).
  • Bachelor's⠀degree may⠀be⠀substituted⠀for some⠀of the⠀required⠀experience.
  • Proficient⠀in⠀computer⠀skills⠀including⠀Microsoft⠀Office⠀Applications⠀(Outlook,⠀Excel,⠀PowerPoint).
  • Exceptional⠀oral and⠀written⠀communication⠀skills.
  • Strong⠀problem-solving⠀skills.
  • Strong⠀organizational⠀skills⠀with⠀attention⠀to⠀detail.
  • Ability⠀to⠀prioritize⠀and work⠀independently⠀on a⠀variety of⠀tasks.
  • Must⠀possess⠀the⠀ability to⠀take⠀initiative⠀and handle⠀stressful⠀situations.
  • Demonstrate⠀exceptional⠀interpersonal⠀skills and⠀the⠀ability to⠀work⠀collaboratively⠀with the⠀manager,⠀senior⠀management,⠀clinical⠀staff,⠀high⠀capacity⠀donors,⠀and many⠀other⠀constituents⠀and⠀stakeholders⠀to drive a⠀culture of⠀philanthropy⠀throughout⠀HUMC and⠀HMH.


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