RWJBarnabas Health is searching for an experienced, reliable and task-oriented Executive Assistant. The Executive Assistant will provide high-quality administrative and clerical assistance to the President, Hospitals Division and Chief Medical Officer and will be responsible for performing a number of high level administrative duties. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate also has extensive previous experience as an Executive Assistant and is familiar with office management technologies.
Ultimately, you must be able to anticipate and address the needs of the executive team and perform administrative tasks to ensure our company s workflow runs smoothly. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced environment. This is an excellent opportunity to join a growing company with competitive compensation.
Coordinate executive communications, including taking calls, greeting visitors, responding to emails, managing calendars, and interfacing with internal and external customers
Prepare internal and external corporate documents as needed
Schedule and organize meetings and appointments and manage travel itineraries as appropriate
Maintain an organized system of paper and electronic documents
Uphold a strict level of confidentiality
Research data to prepare documents for review and presentation
Help prepare for meetings
Use various software, including word processing, spreadsheets, databases, and presentation software
Read and analyze incoming memos, submissions, and distributing them as needed
Perform office duties that include ordering supplies, managing a records database, and timekeeping
Open, sort and distribute incoming faxes, emails, and other correspondence
Provide general administrative support
Proven work experience as an Executive Assistant; minimally 5 years.
Associate s degree in Business of related field required; Bachelor s degree preferred.
Knowledge of office procedures
Solid experience with office management systems and MS Office
Familiarity with online calendars and cloud systems
Experience using office equipment
Possess strong organizational and communication skills (via phone, email and in-person)
Experience exercising discretion and confidentiality with sensitive company information
Demonstrates a high level of expertise in word processing, spreadsheet, presentation and desktop publishing software in the creation and preparation of operational reports, presentations, letters and other documents and correspondence as needed.
A high level of proficiency in the Microsoft Office environment is essential.
Ability to work effectively in a fast-paced environment and prioritize/coordinate challenging projects, meetings and other activities as necessary.
Strong technical knowledge of hardware (personal computer, PC peripherals and copy machinery) and software (ie: MS Office/MS Outlook).
Ability to troubleshoot and assist staff members with most information technology technical difficulties, including various software applications and hardware (PC and Audio/visual equipment).
We offer a great work environment, competitive rates and excellent benefits, including:
Vacation/Personal/Holiday/Sick Time Off
Short & Long Term Disability
Basic Life & Accidental Death Insurance
Health Care/Dependent Care Flexible Spending Accounts RWJBarnabas Health is the most comprehensive health care delivery system in New Jersey and the state s second largest private employer with more than 32,000 employees, 9,000 physicians and 1,000 residents and interns. The system includes eleven acute care hospitals, three acute care children s hospitals and a leading pediatric rehabilitation hospital (Children s Specialized Hospital).