Executive Secretary Job at HSS in New York

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HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise.

Emp Status
Regular Full time

Work Shift
Day (United States of America)

Compensation Range
The base pay scale for this position is $31.87 - $48.36. In addition, this position will be eligible for additional benefits consistent with the role. The salary of the finalist selected for this role will be determined based on various factors, including but not limited to: scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The hiring range listed is a good faith determination of potential compensation at the time of this job advertisement and may be modified in the future.

What you will be doing

Executive Secretary -Legal Experience

Full-Time-Onsite

Support our world-class healthcare team by performing diversified administrative and secretarial duties for Senior Leadership in Legal Affairs and HSS Florida Physicians LLC from our Midtown office in New York City.

DUTIES AND RESPONSIBILITIES

Legal Affairs

• Maintains and updates calendar on a regular basis, schedules meetings and coordinates agenda materials for one or more members of the legal team.
• Manage department invoices and process payments as needed.
• Effectively communicates with various departments and disseminates information as requested.
• Answers telephones, routes callers, takes messages, and provides routine information to callers.
• Identifies, acknowledges and triages emergent issues, escalates appropriately and ensures follow-up.
• Handles files and retrieves documents/correspondence as needed.
• Opens and routes incoming mail, distributes correspondence and other materials.
• Drafts correspondence and other written materials/communications as requested.
• Exhibits ability to take dictation and transcribe material of a highly confidential nature.
• Types memorandums, documents, policies, letters, forms and other correspondence as appropriate, including highly confidential information

HSS Florida Physicians LLC

• Maintains and updates calendar on a regular basis, schedules meetings and coordinates agenda materials for the CEO of HSS Florida Physicians LLC.
• Responsible for making travel, lodging and conference arrangements.
• Manages expense reimbursement
• Effectively communicates with various departments and disseminates information as requested.
• Types memorandums, documents, policies, letters, forms and other correspondence as appropriate, including highly confidential information
• Perform additional related duties as required.

EDUCATION AND EXPERIENCE:

• Minimum three years previous administrative experience supporting leadership in a legal, healthcare, academia or relevant corporate environment.
• Bachelor's degree is highly desirable. College credits/formal training will be considered in lieu of education.

COMPETENCIES AND PERSONAL CHARACTERISTICS:

• Proficiency in Microsoft Office Suite including Outlook calendar management; Performs accurate typing (e.g., 45-60 words/minute); exceptional communication skills - written, oral and telephonic; strong interpersonal skills and the ability to multitask and support high-functioning teams.
• Strong writing, editing, proofreading, and verbal communication skills.
• Well organized and detail-oriented, with the ability to manage competing priorities.
• Flexible and resourceful. Able to work quickly and efficiently. Exercises exceptional judgment.
• Excellent interpersonal skills; unquestionable personal integrity; diplomatic and discreet.
• Enjoys working in a collaborative environment and cultivating strong relationships with internal and external stakeholders.
• Experience working with systems, such as Netdocs and Legal Tracker, highly desirable.

A highly confident and dedicated individual, with the necessary drive and energy to respond to the demands of a high-performing executive office and world-renowned medical institution.

Non-Discrimination Policy
Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment. Consistent with this commitment, Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.