Sr. Administrative Assistant 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.

• 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.

• 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.

• 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.

• Anticipate needs, maintain alignment across leadership, and ensure 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.

• 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.

• 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.

• 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.

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

• 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.

• 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.).

• Analytical individual with a high level of clinical business acumen and strong organizational and time management skills.
• Takes a positive and proactive approach with the…