Executive Assistant, Executive Leadership Support

Job Title: Executive Secretary

Location: Main Hospital - New Brunswick

Department Name: Administration

Req #: 0000216651

Status: Salaried

Shift: Day

Pay Range: $72,000.00 - $93,000.00 per year

Pay Transparency:

The above reflects the anticipated annual salary range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Overview:

The Executive Assistant provides high-level, confidential administrative support to senior executive leadership within RWJBarnabas Health. This role requires exceptional judgment, professionalism, and the ability to maintain poise under pressure in a fast-paced, complex healthcare environment. The Executive Assistant serves as a strategic partner to the executive leader, ensuring seamless operations through expert calendar management, executive communication, project coordination, timely follow-through, and the ability to anticipate needs before they arise. This position interacts regularly with internal leaders, board members, physician groups, external stakeholders, and community partners, requiring a polished demeanor, strong relationship-building skills, and the highest level of discretion.

Qualifications:

Required:

• 7-10 years of executive-level administrative support within a hospital or healthcare system
• Proven experience supporting Vice President, C-Suite, or senior clinical/operational leadership
• Expert-level calendar management, including prioritizing competing demands and coordinating complex, multi-site schedules
• Demonstrated experience preparing executive reports, board presentations, PowerPoint decks, and meeting materials
• Strong written and verbal communication, including impeccable grammar, professional correspondence, and ability to draft communications on behalf of leadership
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience managing travel arrangements, expense reconciliation, and budget tracking
• Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information appropriately
• Strong organizational skills with the ability to multitask, prioritize, and meet strict deadlines
• Demonstrated experience coordinating high-profile meetings, conferences, and executive events
• Proven ability to work independently, solve problems proactively, and anticipate executive needs

Scheduling Requirements:

• Shift Working: Monday - Friday
• Day Shift
• Full-Time, 40 Hours Per Week

Essential Functions:

• Manage complex executive calendars, schedule high-level meetings, and ensure all materials are prepared in advance
• Draft professional correspondence, meeting minutes, executive summaries, and board-ready documentation
• Coordinate and support strategic projects, department initiatives, and operational follow-ups
• Serve as the primary point of contact for internal and external stakeholders; manage communication flow on behalf of leadership
• Prepare executive presentations, data summaries, and PowerPoint decks with accuracy and attention to detail
• Coordinate domestic and international travel itineraries, lodging, and transportation
• Monitor and reconcile department budgets, process invoices, and maintain expense reports
• Maintain an organized system for tracking priorities, deadlines, confidential files, and regulatory documents
• Support executive committees, leadership meetings, and board-related activities
• Exhibit professionalism, diplomacy, and exceptional customer service in all interactions
• Uphold strict confidentiality and compliance with organizational policies

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits and Perks:

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees' physical, emotional, financial, personal, career, and community wellbeing. These benefits and resources include, but are not limited to:

• Paid Time Off including Vacation, Holidays, and Sick Time
• Retirement Plans
• Medical and Prescription Drug Insurance
• Dental and Vision Insurance
• Disability and Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits (e.g., Pet Insurance)
• Community and Volunteer Opportunities
• Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon
• ....and more!

Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey-whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.