Executive Assistant

Description

Executive Assistant

Welcome to Holy Name, a medical center where innovation is not just a goal — it's a commitment. Here, medical excellence thrives, allowing hope to reign supreme and leaving no room for fear. At our hospital, every patient is cared for with undivided attention — because healing every soul is our sole focus.

Holy Name is New Jersey's only independent Catholic health system, comprising a 361-bed acute care hospital, a renowned cancer center, a state-of-the-art fitness center, a residential hospice, a prestigious nursing school, and an extensive physician network. Healing at Holy Name goes beyond medicine and technology – it is infused with faith, conviction, compassion, and a commitment to educating the next generation of healthcare professionals through graduate medical education, a Pharmacy Residency Program, and our Institute for Simulation Learning. Our mission to provide care for the body, mind, and soul spans education, prevention, diagnosis, treatment, rehabilitation, and overall wellness. This is at the core of who we are and what we do, and we've done it this way across generations, every single day, for nearly 100 years. Every innovation, medical breakthrough, and groundbreaking treatment is powered by some of the best minds in medicine, ensuring nothing is left on the table or the road to recovery.

A Brief Overview

Reporting directly to the Chief Medical Officer provides administrative support in a one-on-on working relationship. The Executive Assistant serves as the primary point of contact for internal and external contacts on all matters pertaining to the Office of the Chief Medical Officer. The Executive Assistant exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizations skills and be able to maintain realistic balance among multiple priorities.

What You Will Do

• Completes a board variety of administrative tasks for the CMO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence, itineraries and agendas.
• Create correspondence and generate reports as needed by the department and/or upon request by other departments and entities
• Coordinate medical staff committee, division and department meetings, including handling of logistics (date, meeting location, AV, catering), creation and distribution of reminder notices, tracking of attendance in hardcopy and in MSL database, drafting of minutes, filing of approved minutes, agenda creation and collection/duplication of agenda materials.
• Update MSL database with updated credentials, certificates and other pertinent physician file data
• Maintain, update, disseminate, monitor and store on-call schedules for ER and Clinic
• Coordinate and/or assist in the completion of mass mailings to the medical staff including dissemination of appointment/reappointment letters and materials, expired credentials notices, and memoranda from leadership.
• Manage and complete daily information requests from department and/or medical staff leadership as well as medical staff members in a timely fashion
• Generate hospital verification letters as requested by physicians, healthcare facilities and credentialing entities
• Manage and ensure working order of all administrative functions in the office, including but not limited to the department filing and archiving system, ordering of supplies, mail sorting and distribution, and calendar and bulletin board maintenance
• Maintain working knowledge of Medical Staff Bylaws, Rules and Regulations, and hospital policies, and work to ensure the Medical Staff’s compliance with the stated parameters
• Maintain working knowledge of Joint Commission Medical Staff standards to provide effective support to the department, medical staff and HNMC leadership as needed
• Performs other duties as assigned
  
  

Education Qualifications

• Associate's Degree Required
• Bachelor's Degree Preferred
  
  

Experience Qualifications

• 4-6 years Minimum 4 years of prior related clerical, secretarial, or Administrative support experience necessary Required and
  
  

Knowledge, Skills, And Abilities

• Excellent computer, written and verbal communication skills required.
• Application and administrative coordination experience required. Experience in Healthcare preferred.
  
  

Licenses and Certifications

• MCAS - Microsoft Certified Application Specialist Upon Hire Preferred
  
  

Holy Name is a mission-driven facility whose quality standards and philosophy are rooted in the principles of its founders, the Sisters of St. Joseph of Peace. Those principles are exercised daily by the Medical Center's dedicated and talented team of physicians, nurses, allied health employees, and a wide variety of non-clinical administrative and operational staff members. Holy Name is an Equal Opportunity Employer.