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.
Education, Knowledge, Skills and Abilities Preferred:
- Associate's⠀or⠀Bachelor's⠀degree.
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