Senior Executive Secretary Level C

Senior Executive Secretary Level C Location New York, NY :

About NYC Health + Hospitals

NYC Health + Hospitals/Gotham Health is one of the largest Federally Qualified Health Center (FQHC) in the country, providing coordinated world-class primary and specialty care with dignity and respect for all New Yorkers, without exception. At Gotham Health, we practice a person-centered caring culture that values delivering compassionate, quality healthcare in partnership with our patients, community organizations, and staff. Gotham Health is focused on high-quality, affordable care to everyone regardless of ability to pay or immigration status. Gotham Health serves the community through a two-pronged approach: providing treatment to those who need it while at the same time emphasizing prevention. We strive to deliver services in a way that maximizes each patient's opportunity to achieve successful health outcomes, we believe in every person's right to participate in their care plans, we facilitate partnerships with other community resources to meet the needs of our patients beyond healthcare, and we celebrate and recognize the compassionate care of our committed staff. Join our team if you want to be part of our Gotham Health Family, a person-centered, fully integrated, and innovative ambulatory care network that enables all New Yorkers to live their healthiest lives.

At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

PURPOSE OF POSITION: Under the direction of the Chief Executive Officer, the Executive Assistant will support the senior leadership of Gotham Health.

SUMMARY OF DUTIES AND RESPONSIBILITIES:

1. Assists the CEO in preparing agenda and necessary documentations. 2. Scheduling the availability of CEO for meetings including heavy calendar management. 3. Coordinating and controlling Video WebEx and Conference call meetings. 4. Creating, updating and upkeeping Excel database and spread sheets. 5. Typing and creating of letters for CEO. 6. Disseminates information, including board package, Gotham policy and procedures, and reports to the CEO. 7. Conducts written and telephonic correspondences for CEO. 8. Coordinates CEO travel and arrange for reimbursement for expenses. 9. Attends all necessary meetings, committee meetings, and other ad hoc meetings. 10. Record meetings and produce written minutes for permanent records following meetings. 11. Manages all logistics, such as catering and travel, for all meetings, including monthly, annual, and ad hoc meetings. 12. Uses various programs to manage projects; 13. Assists executive team in preparing presentations. 14. Updates and maintains the Gotham Contact List and monitors all changes. 15. Collaborates and consults with executive team and site staff to facilitate. 16. Follow up with executive team and managers on To Do List items. 17. Files, stores, and retrieves corporate record and other Gotham documents; 18. Supports marketing and strategic planning activities. 19. Manages review cycle and signing of Gotham Policy and Procedures by the Board. 20. Performs other related duties as required. 21. Provide assistance with special ad hoc projects. 22. Support the Gotham Board of Directors in fulfilling its roles and responsibilities as board members by providing all administrative duties to ensure an efficient and compliant Governing Board. 23. Prepares board package, minutes and meeting agendas for Board Officers and CEO. 24. Disseminates information, including board package, Gotham policy and procedures, and reports to Board members. 25. Conducts written and telephonic correspondences with Board members. 26. Coordinates Board members travel arrangements, and reimbursement expenses. 27. Attends all Board meetings, committee meetings, and other ad hoc meetings. 28. Record meetings and produce written minutes for permanent file records.

29. Manages all logistics, such as catering and travel, for all board meetings, including monthly, annual, and ad hoc meetings. 30. Uses various programs to manage board projects. 31. Assists executive team and board in preparing and presenting presentations. 32. Updates and maintains the Board Contact List and Board Profile 33. Monitors changes in Board composition. 34. Collaborates and consults with executive team and site staff to facilitate and manage Board access to Gotham facilities and information. 35. Ensures that Board Manuals and SharePoint site is up to date and current. 36. Follow up with executive team and managers on To Do List items for the Board. 37. Files, stores, and retrieves corporate record and other Gotham documents. 38. Supports marketing and strategic planning activities for Board management. 39. Manages review cycle and signing of Gotham Policy and Procedures by the Board. 40. Performs other related duties as required concerning the board. 41. HRSA 42. Maintain and update HRSA Share Drive.

Minimum Qualifications

1. a. High School Diploma or equivalent and five years of clerical experience including two years as a stenographic secretary; or, b. A Baccalaureate Degree from an accredited college or university and one year experience as a stenographic secretary; or, c. An Associate Degree with specialization in Secretarial Science and three years of clerical experience, one year of which shall have been as a stenographic secretary. 2. The ability to take dictation accurately, rapidly and to transcribe. Ability to exercise discretion and diplomacy in all internal and external contact relationships and to exercise initiative in the preparation of routine correspondence, in handling administrative details and to maintain confidentiality of all executive and Corporate matters. 3. High level verbal, written and secretarial skills and knowledge required; or, 4. A satisfactory combination of education, training and experience.

Department Preferences

QUALIFICATIONS FOR THE JOB:

CERTIFICATION(S)/LICENSE(S):

Bachelor's degree or Associates with 1-year experience

KNOWLEDGEABLE IN

• High proficiency with Microsoft Office Word, Excel, PowerPoint, Visio, and Project Management.

.Attention to details .

• Trustworthy with impeccable moral standards .
• Discrete, reserved, and able to handle business, personal, and family information with the highest level of confidence.
• Highly organized .
• Professionalism in appearance and attitude .
• Able to adapt quickly, handle multiple tasks, and prioritize.
• Self-directed with sound judgment.
• Exceptional interpersonal skills with internal and external staff.
• Able to handle demanding work environment with poise and efficiency.
• Able to work weekends and evenings. Evening hours, not past 8:30pm, not to exceed three occasions per month. Weekend work not to exceed 10 times per year.
• Ability to interpret a variety of instructions furnished in writing, verbally, or in diagrams.

EQUIPMENT/MACHINES OPERATED:

Computer, Printer, fax, telephone, WebEx conference .

COMPUTER PROGRAMS/SOFTWARE OPERATED

Microsoft (Word, Excel, Outlook, PowerPoint)

How To Apply

If you wish to apply for this position, please apply online by clicking the "Apply Now" button NYC Health and Hospitals offers a competitive benefits package that includes:

• Comprehensive Health Benefits for employees hired to work 20+ hrs. per week
• Retirement Savings and Pension Plans
• Loan Forgiveness Programs for eligible employees
• Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts
• College tuition discounts and professional development opportunities
• Multiple employee discounts programs

Vacancy Control Board Number

VCB #: GGM-112023-15142