Office Manager | Executive Secretary

Job Title: Office Manager | Executive Secretary
Location: New York, NY 10029 (We do have other locations as well)
Duration: 3 months with possible extension
Shift: 8:00am to 4:00pm 5 days in a week
Schedule: 5 days per week, 8 hours per day, 40 hours per week
Pay Range: $35-$40/hr.

Note: We have openings for Manhattan/ Brooklyn/ Bronx/ Queens (choose any location, shift.)

Job Description:

Roles and Requirements:

• Takes dictation of confidential and/or complex nature, transcribes, uses shorthand or transcribing machines (e.g. correspondence, detailed reports and technical matters).
• Prepares agenda, assembles materials, makes necessary arrangements to prepare and record proceedings of meetings and conferences.
• Makes confidential contracts and attends to other confidential matters pertaining to quality management and performance improvement.
• Assists Executives, Officers and Administrators with preparation of records and data and maintains confidential files.
• Prepares and edits correspondence and reports; may compose own correspondence for Executives and officers.
• Answers, screens, and handles telephone calls, receives and screens callers and visitors, keeps schedules of appointments, makes reservations, and handles and anticipates conflicts in scheduling.
• Keeps the Executive informed of pending matters, appointments, schedule conflicts, changes in workflow.
• Keeps the Executive informed of critical changes in schedules, reports, meetings and correspondences.
• Prepares replies to correspondence and initiates action on matters other than those specifically requiring the attention of the Executive.
• Supervises Productarial and clerical personnel assigned to the office when asked, and plans, assigns and reviews work of such personnel to assure satisfactory performance.
• Participates in training programs to acquire knowledge of hospital operations and skill development.
• Prepares and anticipates year-long schedules and coordination of schedules for governing body activity.
• Participates in capacity building programs and activity under the directive of the Executive officer.

• A Master’s Degree in Art or Science with a specialization in Hospital Administration, Health Care administration, Administrative Medicine or in Public Health when conferred for a program in hospital administration from an approved college or university.
• Four years of administrative experience and background at responsible management and administrative levels.
• An equivalent combination of training, educational background and experience in related fields and educational disciplines; and,
• Knowledge of fundamentals of hospital organization, administration and standards, regulations and laws applicable to hospital operations. Knowledge of principles of business and personnel administration, management functions and support service functions and ability to direct and supervise personnel.
• Ability to adapt easily and seamlessly to changes In workflow as guided by departmental needs.