Executive Secretary

Job description

Empower Every New Yorker - Without Exception - to Live the Healthiest Life Possible

NYC Health + Hospitals is the largest public health care system in the United States. We provide essential outpatient, inpatient and home-based services to more than one million New Yorkers every year across the city's five boroughs. Our large health system consists of ambulatory centers, acute care centers, post-acute care/long-term care, rehabilitation programs, Home Care, and Correctional Health Services. Our diverse workforce is uniquely focused on empowering New Yorkers, without exception, to live the healthiest life possible.

The Administrative Assistant will provide support to the Director of HR & Talent Acquisition. This position will manage scheduling, phones and other operational functions under the direction of the Director or HR designees. In addition to the administrative capacity of this role, this position will also assist with managing filing (digital and physician) of various confidential HR files.

General tasks and responsibilities will include:

• Answer Director's phone lines, as well as main HR phone line (back-up)
• Take messages and transfer calls to other personnel
• Regularly review, distribute and/or follow-up to e-mails received via HR inbox
• Assist with new staff (HR) work location set-up (desk, phones, IT access, space signage etc.).
• Maintain busy calendar and appointments for Director, as well as other HR leaders/staff as needed
• Assist with generation of authorized employee ID cards, as directed
• Schedules and coordinates meetings and calls
• Record keeping/filing and data entry activities
• Assist in the HR Compliance and Records area, including scanning documents into ePersonnel (electronic file system)
• Assist HR colleagues with administrative duties, as needed
• Obtain visitor's access via building security application
• Generate and maintain basic reports and trackers for the department
• Track staff vacation schedules for the Director
• Assist with distribution of mail, as needed (back-up)
• Assist with employee engagement/recognition activities
• Other confidential tasks as directed

Qualifications:

• 2+ years of mid-senior level administrative experience, preferably in HR setting
• MS Office (Word, Excel, Outlook, PowerPoint)
• PeopleSoft (Basic) or similar HRMS system
• Communication Skills
• Data Entry Skills

Department Preferences:

• Excellent organizational skills
• Customer Service Skills