Sr. Administrative Assistant - FT - Hackettstown Medical Center

JOB PURPOSE: Responsible for providing administrative support to ensure efficient operations supporting the Chief Nursing and Financial Officers in the Western Region supporting Newton and Hackettstown Medical Centers. A critical role in ensuring efficiency, organization, and strategic alignment. This role goes beyond traditional clerical tasks and involves coordination, communication management, and support of system-wide initiatives.  PRINCIPAL ACCOUNTABILITIES:

Calendar & Priority Management

• Manage a complex executive calendar, including prioritizing meetings, resolving scheduling conflicts, and coordinating across multiple senior leaders.
• Schedule recurring leadership meetings 
• Prepare the CNO & CFO for upcoming meetings by organizing agendas, materials, and briefing documents.

Meeting & Governance Support

• Coordinate and support leadership meetings, board committees, and interdisciplinary leadership forums.
• Develop meeting agendas in collaboration with the CNO and CFO with other leaders.
• Record, transcribe, and distribute meeting minutes with clear action items and follow-up responsibilities.
• Track completion of action items from executive meetings.

Executive Communication Management

• Draft, edit, and distribute communications on behalf of the CNO or CFO, including:
  • Announcements
  • Leadership updates
  • Policy or operational changes
  • Recognition communications
• Manage incoming correspondence and prioritize items requiring the CNO or CFO’s attention.
• Serve as a liaison between the CNO and CFO with leaders, physicians, system executives, and external stakeholders.

Strategic Initiative Coordination

• Anticipating needs, maintaining alignment across leadership, and ensuring strategic initiatives stay organized and on track.
• Support major nursing or finance initiatives such as quality improvement projects, Magnet-related work, workforce initiatives, and budget or operational priorities.
• Track timelines, deliverables, and milestones for projects assigned to the CNO’s and CFO’s office.
• Coordinate logistics for retreats, leadership forums, and nursing strategic planning sessions.

Document & Presentation Preparation

• Prepare executive-level presentations, reports, and briefing documents for:
  • Board meetings
  • Executive leadership meetings
  • Nursing leadership forums
  • Strategic planning sessions
• Compile data and formatting for reports related to quality, patient experience, workforce metrics, or finance and operational performance.

Leadership & Event Coordination

• Coordinate nursing recognition events, celebrations, and leadership meetings (e.g., Nurses Week activities, shared governance retreats, recognition programs, etc.).
• Manage logistics for large nursing forums or town halls hosted by the CNO.
• Assist with travel arrangements and conference coordination for the CNO and CFO.

Administrative & Operational Oversight

• Manage departmental budgets (tracking invoices, processing reimbursements, monitoring expenditure).
• Maintain organizational charts, leadership contact lists, and key departmental documents.
• Coordinate onboarding logistics for new leaders or administrative staff.

Confidential & Sensitive Information Handling

• Handle confidential personnel matters, leadership communications, and strategic organizational information with discretion.
• Manage sensitive documents related to performance reviews, leadership changes, and organizational planning.

Cross-Departmental Coordination

• Serve as a key operational contact between nursing and finance leadership and departments such as HR, quality, patient experience, and executive administration.
• Facilitate coordination for initiatives that require collaboration across service lines or hospital sites.

       

QUALIFICATIONS: 

• Associate’s degree required in business management / administration or related field.
• Bachelor’s degree preferred 
• 3-5 years’ experience supporting executive level team members preferred
• Proficiency in multiple software packages, including suite of Microsoft Office applications (Outlook, Teams, Word, Excel, SharePoint, PowerPoint, etc.)

COMPETENCIES:

• Analytical individual with a high level of clinical business acumen and strong organizational and time man