Administrative Assistant, Thoracic Surgery

Req #: 0000259493 | Full-Time, Salaried | Day Shift | Location: 300 2nd Ave, Long Branch, NJ 07740

About the Role

At RWJBarnabas Health, strong administrative partnerships help our clinical leaders focus on what matters most—advancing exceptional patient care. We are seeking a highly organized, proactive, and relationship-focused Executive Assistant to provide comprehensive administrative support to Thoracic Surgery leadership and help coordinate activities across our growing program. In this highly visible role, you’ll work closely with physician and administrative leaders, serving as a trusted partner who anticipates needs, manages competing priorities, and keeps communication and operations moving seamlessly across multiple hospital locations.

Responsibilities

• Managing complex calendars, meetings, appointments, and scheduling priorities for senior leadership.
• Coordinating meetings and communication among physicians, administrators, hospital leaders, and other key stakeholders.
• Preparing correspondence, presentations, reports, meeting materials, and other executive-level communications.
• Coordinating travel arrangements and supporting leadership activities across multiple RWJBarnabas Health locations.
• Managing telephone messages, correspondence, records, and other time-sensitive information with accuracy and discretion.
• Supporting physician outreach, program-building initiatives, and administrative activities associated with the continued growth of Thoracic Surgery.
• Tracking priorities and following up on outstanding items to help ensure projects and commitments remain on schedule.
• Serving as a knowledgeable resource for departmental processes and assisting physicians, administrators, and team members as needed.
• Maintaining organized records and ensuring information is readily available to appropriate administrative partners.
• Working independently on assigned projects while recognizing when issues require escalation or leadership involvement.

Requirements

• Bachelor’s degree preferred.
• Minimum of five (5) years of executive administrative support experience supporting Senior Vice President-level leadership or above strongly preferred.
• Previous healthcare experience required.
• Related administrative support experience and strong computer proficiency required.
• Advanced proficiency in Microsoft PowerPoint and Excel required.
• Knowledge of medical terminology preferred.
• Exceptional organizational, written, and verbal communication skills.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and independently manage multiple priorities.
• Ability and willingness to travel between assigned RWJBarnabas Health locations as business needs require.

Skills

• Enjoy being a trusted administrative partner to senior executives and physician leaders.
• Exceptionally organized and able to manage complex calendars and competing priorities without losing attention to detail.
• Anticipate needs and take initiative rather than waiting for direction.
• Communicate confidently and professionally with executives, physicians, employees, and external stakeholders.
• Exercise excellent judgment and discretion when handling sensitive or confidential information.
• Adaptable and comfortable supporting leaders across multiple locations.
• Enjoy working independently while remaining closely connected to a collaborative administrative team.
• Thrive in a healthcare environment where priorities can shift quickly and strong follow-through matters.

Benefits

• Paid Time Off (PTO).
• Medical and Prescription Drug Insurance.
• Dental and Vision Insurance.
• Retirement Plans.
• Short & Long Term Disability.
• Life & Accidental Death Insurance.
• Tuition Reimbursement.
• Health Care/Dependent Care Flexible Spending Accounts.
• Wellness Programs.
• Voluntary Benefits (e.g., Pet Insurance).
• Discounts through our partners such as NJ Devils, NJ PAC, Verizon, and more.

Pay

$80,000.00 - $105,000.00 per year. 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.