Executive Secretary

Job Title: Executive Secretary

Location: Morris Cancer Center

Department Name: Cancer Ctr-Admin

Req #: 0000216832

Status: Salaried

Shift: Day

Pay Range: $72,000.00 - $93,000.00 per year

Pay Transparency:

The above reflects the anticipated annual salary range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Overview:

The Executive Secretary provides high-level administrative support to an assigned Executive Leader, performing a wide range of complex and confidential tasks that require sound judgment, discretion, and strong organizational skills. This role demands a comprehensive knowledge of hospital and departmental policies, the ability to make independent decisions, and a professional demeanor when interacting with senior leadership, internal staff, external stakeholders, and regulatory agencies. The Executive Secretary ensures seamless office operations by managing calendars, coordinating meetings, organizing travel arrangements, and preparing high-quality reports, correspondence, and presentations.

Qualifications:

Required:

• High school diploma required; additional business or secretarial training preferred.
• Minimum of 3-5 years of secretarial experience at the executive level
• Typing proficiency (50-65 wpm) and computer literacy
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience coordinating large-scale meetings and events
• Strong project management and calendar management skills

Professional Skills:

• Strong communication, interpersonal, and customer-service skills
• Ability to handle confidential information with tact and discretion
• Skilled in prioritizing tasks, meeting strict deadlines, and adapting to shifting workloads
• Demonstrated ability to compose professional correspondence, reports, and memos

Preferred:

• Experience in healthcare or hospital settings

Scheduling Requirements:

• Working Shift: Monday - Friday
• Day Shift
• Full-Time, 40 Hours Per Week

Essential Functions:

• Serve as the primary point of contact for the Executive Leader, managing daily calendars, scheduling appointments, and preparing meeting materials
• Open, review, sort, and distribute incoming correspondence; prioritize items requiring immediate attention
• Draft, edit, and prepare accurate and error-free letters, contracts, reports, proposals, and confidential documents
• Organize and coordinate travel arrangements, including lodging, registrations, reimbursements, and supporting documentation
• Maintain a professional filing system ensuring secure, up-to-date, and easily retrievable records
• Coordinate and support special projects for executives, board members, and other hospital leaders, ensuring deadlines and quality standards are met
• Provide backup administrative coverage for the President's Office as needed
• Answer and route phone calls promptly and courteously, taking clear and timely messages
• Uphold high standards of customer service and professionalism when engaging with patients, visitors, staff, and external contacts
• Ensure compliance with hospital policies, safety and quality initiatives, and corporate compliance standards

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits and Perks:

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees' physical, emotional, financial, personal, career, and community wellbeing. These benefits and resources include, but are not limited to:

• Paid Time Off including Vacation, Holidays, and Sick Time
• Retirement Plans
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Disability and Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Community and Volunteer Opportunities
• Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon
• ....and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey-whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.