Atlantic Health System is looking for an Administrative Assistant to provide comprehensive administrative support to the Chief Nursing and Financial Officers for the Western Region, supporting Newton Medical Center and Hackettstown Medical Center. This is a strategic support role that involves coordination, communication management, and active support of system-wide nursing and finance initiatives.
What You'll Do
- Manage complex executive calendars, prioritizing meetings and resolving scheduling conflicts across multiple senior leaders.
- Schedule and coordinate recurring leadership meetings, board committees, and interdisciplinary forums.
- Prepare executives for meetings by organizing agendas, briefing documents, and necessary materials.
- Record, transcribe, and distribute meeting minutes with clear action items and follow-up responsibilities.
- Track completion of action items from executive meetings.
- Draft, edit, and distribute communications on behalf of executives, including announcements, leadership updates, and policy changes.
- Manage and prioritize incoming correspondence for the CNO and CFO.
- Serve as a key liaison between the executives and internal and external stakeholders.
- Support major initiatives such as quality improvement projects, Magnet-related work, workforce initiatives, and budget priorities.
- Track project timelines, deliverables, and milestones for the CNO’s and CFO’s office.
- Coordinate logistics for retreats, leadership forums, and strategic planning sessions.
- Prepare executive-level presentations, reports, and briefing documents for board and leadership meetings.
- Compile and format data for reports on quality, patient experience, workforce metrics, and financial performance.
- Coordinate nursing recognition events, celebrations, and leadership meetings.
- Manage logistics for large nursing forums or town halls.
- Assist with travel arrangements and conference coordination.
- Track departmental budgets, process invoices, and monitor expenditures.
- Maintain organizational charts, leadership contact lists, and key departmental documents.
- Coordinate onboarding logistics for new leaders or administrative staff.
- Handle confidential personnel matters and strategic information with discretion.
- Facilitate coordination for initiatives requiring collaboration across service lines or hospital sites.
What We're Looking For
- An Associate’s degree in business management, administration, or a related field is required.
Nice to Have
- A Bachelor’s degree is preferred.
- 3-5 years’ experience supporting executive-level team members is preferred.
Technical Stack
- Proficiency in multiple software packages, including the suite of Microsoft Office applications (Outlook, Teams, Word, Excel, SharePoint, PowerPoint, etc.).
Team & Environment
You will directly support the Chief Nursing and Financial Officers in the Western Region, which supports Newton Medical Center and Hackettstown Medical Center.
Benefits & Compensation
- Medical, Dental, Vision, and Prescription Coverage (available for team members working 22.5 hours per week or above)
- Life & AD&D Insurance
- Short-Term and Long-Term Disability (with options to supplement)
- 403(b) Retirement Plan with employer match and additional non-elective contribution
- PTO & Paid Sick Leave
- Tuition Assistance, Advancement & Academic Advising
- Parental, Adoption, and Surrogacy Leave
- Backup and On-Site Childcare
- Well-Being Rewards
- Employee Assistance Program (EAP)
- Fertility Benefits and Healthy Pregnancy Program
- Flexible Spending & Commuter Accounts
- Pet, Home & Auto, Identity Theft, and Legal Insurance
Atlantic Health System is an equal opportunity employer.
