Executive Assistant, Mobile Health Leadership Team

Job Title: Executive Assistant

Location: Mobile Health

Department Name: MH Administration

Req #: 0000233962

Status: Hourly

Shift: Day

Pay Range: $33.65 - $43.26 per hour

Pay Transparency:

The above reflects the anticipated hourly wage 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 administrative, operational, and strategic support to the Mobile Health Leadership Team. This role is critical to enabling executive effectiveness by managing complex schedules, facilitating communication, coordinating priorities, and ensuring seamless day-to-day operations across a fast-paced, mission-driven mobile health organization.

The ideal candidate is highly organized, proactive, discreet, and comfortable working with senior leaders while navigating competing priorities in a dynamic healthcare environment.

Qualifications:

Required:

• High School Graduate or GED
• 5+ years of experience as an executive assistant or senior administrative professional, supporting senior leadership
• Exceptional organizational, time-management, and multitasking skills
• Strong written and verbal communication skills
• High proficiency with Microsoft Office and/or Google Workspace tools
• Ability to work independently, anticipate needs, and thrive in a fast-paced environment

Preferred:

• Experience in healthcare, mobile health, public health, or a mission-driven organization
• Experience supporting multiple executives or leadership teams simultaneously
• Familiarity with project management tools and virtual collaboration platforms

Essential Functions:

• Executive & Leadership Support

  • Provide direct administrative support to members of the Mobile Health Leadership Team, including calendar management and meeting coordination
  • Anticipate leadership needs and proactively resolve scheduling conflicts and logistical challenges
  • Prepare leaders for meetings by compiling agendas, briefing materials, presentations, and follow-up notes
  • Coordinate domestic travel, itineraries, and executive logistics, as needed.

• Communication & Coordination

  • Serve as a liaison between leadership and internal/external stakeholders, ensuring timely and professional communication
  • Draft, edit, and distribute correspondence, reports, and presentations on behalf of leadership when necessary
  • Track action items and ensure follow-through on commitments and deadlines

• Operational & Project Support

  • Support key initiatives by coordinating meetings, timelines, and deliverables across departments
  • Assist with planning leadership meetings, including agendas, logistics, and materials
  • Maintain organized records, files, and documentation related to leadership activities and strategic projects, both physical and electronic.
  • Ensure timely routing, tracking, and archiving of documents requiring review, signature, or approval.
  • Support administrative operations including expense reporting, invoice processing, supply management, and administrative tracking in accordance with corporate policies.
• Confidentiality & Professional Judgment
  • Handle sensitive information with a high degree of confidentiality, discretion, and professionalism
  • Exercise sound judgment in prioritizing requests and managing competing demands

• Process Improvement

  • Identify opportunities to improve administrative workflows, communication processes, and operational efficiency
  • Develop and maintain systems to streamline executive support and information flow

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:

• Medical/Dental/Vision plans
• 403(b)
• PTO
• Short & Long Term Disability
• Basic Life & Accidental Death Insurance
• Tuition Reimbursement
• Health Care/Dependent Care Flexible Spending Accounts
• Discounts Through our Partners
  • NJ Devils
  • NJ Performing Arts Center
  • Verizon
  • And many 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.

Equal Opportunity Employer