Executive Secretary

Job Title: Executive Secretary

Location: RWJUH Rahway Hospital

Department Name: Administration

Req #: 0000260539

Status: Hourly

Shift: Day

Pay Range: $20.06 - $30.00 per hour

Pay Transparency:

The above reflects the anticipated hourly wage 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.

At RWJBarnabas Health, administrative professionals play a critical role in supporting the leaders who guide exceptional patient care. As an Executive Secretary, you'll serve as a trusted partner to senior leadership, providing high-level administrative support to the Chief Executive Officer (CEO), Chief Medical Officer (CMO), Chief Nursing Officer (CNO), and Risk Manager. If you're highly organized, thrive in a fast-paced healthcare environment, and enjoy coordinating complex projects while building strong professional relationships, this is an opportunity to make a meaningful impact every day.

As Executive Secretary, a typical day might include the following:

• Supporting the daily operations of the Administration Department while providing executive-level administrative support.
• Coordinating meetings, appointments, interviews, depositions, and executive calendars.
• Greeting and assisting physicians, patients, families, vendors, Board members, legal representatives, and visitors with professionalism and exceptional customer service.
• Answering and routing incoming phone calls, responding to inquiries, and directing requests to the appropriate department.
• Preparing, transcribing, and distributing meeting minutes for the Board of Governors, Board committees, and hospital leadership meetings.
• Preparing and distributing Board packets, annual Board listings, and departmental meeting materials.
• Organizing meeting rooms and maintaining departmental meeting databases and schedules.
• Maintaining confidential files for Administration, Risk Management, Legal, and executive leadership.
• Managing documentation related to medical malpractice claims, insurance correspondence, patient property claims, and legal matters.
• Calculating, preparing, and processing monthly physician and leadership stipend documentation.
• Assisting with departmental communications, mailing campaigns, reports, and other administrative projects as assigned.

The Executive Secretary role might be for you if:

• You enjoy supporting executive leaders and managing multiple priorities in a fast-paced healthcare environment.
• You are highly organized, detail-oriented, and able to handle confidential information with professionalism.
• You communicate effectively and build positive relationships with leaders, physicians, staff, patients, families, and external partners.
• You are comfortable coordinating meetings, preparing reports, and managing complex administrative processes.
• You take initiative, solve problems independently, and adapt quickly to changing priorities.
• You are proficient with Microsoft 365 applications and enjoy using technology to improve efficiency.

To be considered for this position, candidates must have a high school diploma and five to ten years of executive administrative support or executive secretary experience supporting senior leadership. Proficiency in Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, and Zoom, is required. The ideal candidate will possess exceptional organizational, communication, and multitasking skills, demonstrate sound judgment and discretion when handling confidential information, and be comfortable working collaboratively with executive leadership, physicians, Board members, legal professionals, patients, families, vendors, and other internal and external stakeholders.