Job Description

Executive Secretary

JOB-10046970

Anticipated Start Date

July 20, 2026

Location

New York, NY

Type of Employment

Contract Hire

Employer Info

Our client provides top-ranked care, dozens of inpatient and outpatient specialties, and mental health services with a team of highly trained and caring medical professionals who are compassionate, culturally competent and patient centered. Their vision is to be a fully integrated health system that enables New Yorkers to live their healthiest lives. Many of their roles are temp-to-hire, giving our client and our candidates the opportunity to ensure they are the right fit for a full-time position, as this comes with career advancement opportunities and excellent benefits. In fact, over 30% of our candidates have converted to full-time positions at our client.

Job Summary

We are seeking a highly detail-oriented Executive Secretary to join our client’s team. Under direction, with moderate latitude for initiative and exercise of judgment, performs confidential and difficult, multidisciplinary work involving dictation, transcription, preparation of correspondence, collections of departmental reports and metrics, handling of telephone calls, arrangement of appointments, maintenance of files and office routines and procedures. Responsible to the Executive Officer of the Corporation, Executive Director, Deputy Executive Director or Senior Executive staff members at Central Office. May perform designated administrative assignments within prescribed limits related to the functions and authorities of the Executive Officer.

Job Description

• 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.
• Make confidential contracts and deal with 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.
• Keep the Executive informed of matters pending, appointments, schedule conflicts, changes in workflow.
• Keeps the Executive informed of critical changes in schedules, reports, meetings and correspondences.
• Prepares replies for correspondence and initiates action on matters other than those specifically requiring the attention of the Executive.
• Supervises secretarial 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
• Attend staff meetings and conferences and reports results to Executive Directors and/or Corporate Officers.
• Performs Related Duties as assigned; as those duties relate and extend to Planning, administering, and monitoring quality management, regulatory requirements, and quality improvement processes
  • Adapts to changes in workflow
  • Manages changing and fluctuating calendars

Skills Required

• Four years of administrative experience and background at responsible management and administrative levels; or,
• 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

Education/Training/Certifications

• 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

Additional requirements

• Shift Time: 8:00 AM-4:00 PM

Pay Rate

• Pay range: $40–$48 per hour, based on experience, skills, and market factors

HirePower Personnel, Inc. is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or other characteristics protected by law.

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