Executive Secretary

Overview

St. John's Riverside Hospital is a leader in providing the highest quality, compassionate health care utilizing the latest, state-of-the-art medical technology. Serving the Westchester community from Yonkers to the river town communities of Hastings-on-Hudson, Ardsley, Dobbs Ferry and Irvington, St. John's Riverside has been and continues to be a unique and comprehensive network of medical professionals dedicated to a tradition of service that spans generations.

St. John’s has been an integral part of the community since the 1890's and its’ commitment to provide the community with the most advanced medical services available continues to be the hospitals’ vision, mission and value. St. John's Riverside Hospital built itself around an early foundation of nursing and community service. In 1894, the Cochran School of Nursing, the oldest hospital-based school of nursing in the metropolitan area, was founded, thus making the St. John's Nursing Staff more than just the backbone of the hospital, but the heart and soul. St. John’s dedicated nurses give superior attention to those who need it most with a strong emphasis on patient and family-focused nursing care.

St. John’s Riverside Hospital staff is committed to making life better for all patients. The hospital continues to elevate the services provided with the goal of increasing the quality of life for all who entrust St. John's Riverside Hospital to their care.

St. John’s Riverside Hospital  is an equal opportunity employer. We maintain a policy of non-discrimination in providing equal employment to all qualified employees and candidates regardless of race, creed, color, national origin, sex, age, disability, marital status, or other legally protected classification in accordance with applicable federal, state, and local law.

Personalized care together with advanced technology is what it means to be Community Strong

Responsibilities

The Executive Secretary is responsible for administrative support to the Senior Administrators including but not limited to the President / Chief Executive Officer and the Executive Vice President / Chief Operating Officer. Must be able to manage multiple tasks / priorities, maintaining flexibility to meet time constraints and expectations.

• Responsible for answering Administration telephones. Directs callers appropriately.  Provides accurate and concise messages.
• Responsible for maintaining the Administration front desk including but not limited to greeting guests, announcing and directing monitoring monitor flow throughout the Senior Executive Suite.
• Maintains President / CEO and Executive Vice President / COO calendars, ensures accuracy, coordination and prioritization of appointments.
• Maintain conference room calendars.
• Reviews correspondence and distributes appropriately and in a timely manner. As directed, drafts responses.
• Prepare Administrative meetings to include meeting invitations, handouts and refreshments.
• Preparation of draft for administrative meeting minutes
• Typing and emailing to various departments to maintain communication. As directed, prepare memos, communiques and correspondence.
• Maintains Administrative records / files in an orderly and organized manner for easy access. This includes both paper and electronic files.
• Facilitates communication and works closely with leadership and the Executive Team.
• Assists with compilation of annual budget, budget reports, FTE reports, etc.
• Compiles various reports for presentation for the senior management team.
• Complete reports via Excel or Word.
• Prepares PowerPoint presentations.
• Assists in managing multiple projects.
• Responsible for payroll coding entries for the administrative team (Vacation / Sick, etc.) in preparation for approval.
• Monitors and maintains administrative supply par levels. Ensure orders are placed in a timely manner.
• Ensure that all administrative data, reports, and communications are maintained with the utmost of confidentiality.
• Coordinate administrative office moves with key support departments (EVS, ENG, IT).
• Monitor administrative areas / Senior Executive Suite for cleanliness and ensures all are maintained.

Qualifications