Executive Secretary (Finance)

New York, NY, United States

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.

Job Description

PURPOSE OF POSITION:

Under direction of the Chief Financial Officer and Deputy Chief Financial Officer, with moderate latitude for initiative and exercise of judgment, performs confidential and difficult work involving dictation, transcription, preparation of correspondence, handling of telephone calls, arrangement of appointments, maintenance of files and office routines and procedures. May perform designated administrative assignments within prescribed limits related to the functions and authorities of the Chief Executive Officer and other C-suite executives.

SUMMARY OF DUTIES AND RESPONSIBILITIES:

1. Will provide executive level administrative support; strong focus on calendar management.

2. Handle logistics of senior leadership meetings (audio/visual, IT, scheduling rooms, WebEx calls)

3. Organize hospitality for events; track and coordinate expenses and budget for expenses

4. Prepares agenda, assembles materials, make necessary arrangements to record proceedings of meetings and conferences.

5. Review confidential contracts and attends to other confidential matters, as well as maintain confidential files, and HR documents.

6. Prepare and edit correspondence; assist with analytical reports; may compose own correspondence for Executives and Officers.

7. Assist in reviewing financial policies and procedures; review records, and preparing PowerPoint presentations.

8. Answer / screen telephone calls, receive callers and visitors.

9. Keep the CFO and Deputy CFO informed of pending matters and appointments.

10. Partner with CFO in supervising secretarial and clerical personnel assigned to the office, and plans, assigns and reviews work of such personnel to assure satisfactory performance.

11. Participates in training programs to acquire knowledge of hospital operations.

12. Anticipate the needs and ability to manage detailed tasks to streamline the CFO's workload.

13. Schedule high-level interviews (will contact candidates).

14. May attend staff meetings and conferences and reports results to Executive Directors and/or Corporate Officers.

Minimum Qualifications

1. a. High School Diploma or equivalent, and four 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 of 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)/EDUCATION:

High School Diploma or equivalent, and four years of clerical experience including two years as a stenographic secretary; or

A Baccalaureate Degree from an accredited college or university and one year of experience as a stenographic secretary; or

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.

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.

High-level verbal, written, and secretarial skills and knowledge required; or,

A satisfactory combination of education, training and experience

Ability to work collaboratively as a team player and build/maintain business relationships.

Strong attention to detail and organizational skills: time management and ability to multi-task, shift priorities and work in a high-paced environment.

KNOWLEDGEABLE IN Microsoft (Word, Excel, Outlook, PowerPoint)

Strong Excel skills preferred

EQUIPMENT/MACHINES OPERATED:

Computer, Canon printer, fax, telephone

COMPUTER PROGRAMS/SOFTWARE OPERATED

Microsoft (Word, Excel, Outlook, PowerPoint)

YEARS OF EXPERIENCE:

4 years

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-05232024-18337