About Us

ID Care is New Jersey’s largest network of board-certified infectious disease specialists. We provide comprehensive and specialized consultation services, alongside personalized care and education for patients with infectious diseases — in both our affiliated hospitals and our 10 convenient practice locations throughout the state. Our level of expertise drives the personalized care we deliver — whether we’re identifying a complicated infection or tailoring proven-effective antibiotics to meet your healthcare needs best. And every day, we continue making strides to improve healthcare institutions both in our communities and in the nation.

ID Care is seeking a full-time Executive Assistant for our main office located in Hillsborough, NJ. This position is not remote. If you are interested in the position, read the job description below and apply.

Department: Administration

Reports To: President and Chief Operating Officer

Supervises: No one

Job Summary: This is an exempt position. The executive assistant is responsible for providing secretarial assistance to the President, Chief Operating Officer, and to the Board of Directors performing a variety of complex clerical functions. This person serves as the primary point of contact for internal and external constituencies on all executive matters.

Primary Job Responsibilities:

• Performs secretarial duties for executives including drafting routine and confidential correspondence, reports, presentations, and memos.
• Schedules appointments for the President.
• Supports executive travel and meetings; develops itineraries and agendas; books other transportation; arranges lodging and meeting accommodations.
• Drafts letters and documents; collects and analyzes important information; creates reports for executive review; initiates telecommunications.
• Prepares event briefing materials for executives.
• Acts as liaison between departments to facilitate communication at the executive level.
• Attends monthly Board of Directors meetings. Records minutes of meetings.
• Attends quarterly Board Committee meetings as assigned. Records minutes of meetings.
• Maintains governance documents and files including those related to committees, quality assurance, strategic planning, bylaws, finance, etc.
• Protects operations by keeping information confidential.
• Performs other duties as assigned.

Equipment Operated: Standard office equipment including computers, fax machines, copiers, printers, telephones, postal machines, etc.

Work Environment: Position is in a well-lighted medical office environment. Occasional evening and weekend work.

Requirements

Education: High school diploma or equivalent. Further business education preferred.

Experience: Minimum five years of office experience, including one year in a health care organization

Performance Requirements:

Knowledge:

• Knowledge of organization policies, procedures, systems.
• Knowledge of customer service skills, both in person and over the telephone.
• Skills:
• Skill in building relationships with stakeholder including staff, board members, external partners, etc.
• Skill in written and verbal communication including report presentation.
• Skill in taking meeting minutes.
• Skill in travel logistics.
• Skill in being a highly resourceful team-player.

Abilities:

• Ability to manage multiple and changing projects rapidly and effectively.
• Ability to handle confidential information with discretion and adapt to competing demands.
• Ability to think strategically, solve problems and propose solutions.
• Ability to edit and review documents for typographical errors, omissions, or lack of clarity.
• Ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Ability to competently use Microsoft Office, including Word, PowerPoint, Excel, and Outlook.

Physical Requirements: Must possess the physical and mental abilities to perform the tasks normally associated with an Executive Assistants such as sitting for 80 percent of the day; manual dexterity to operate office machines including computer and calculator; stooping, bending to handle files and supplies; and mobility to complete errands or deliveries, lifting up to 20 lbs. Stress can be triggered by multiple staff demands and deadlines.

Other Requirements:

• Influenza: All employees of ID Care shall be provided the influence vaccine. Employees will be required to obtain the influenza vaccine by December 1 of each calendar year.
• Covid: As of 8/1/2021, current ID Care employees will be required to be fully vaccinated. Employees may receive the vaccine from a provider, pharmacy, or outside health facility of choice. Staff are considered fully vaccinated: • 2 weeks after their second dose in a 2-dose series, such as the Pfizer or Moderna vaccines, or • 2 weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine.
• Effective 1/3/2022 Administration of an additional dose of vaccine 2 months after a JNJ vaccine and 6 months after an mRNA vaccine (Moderna or Pfizer) are required to be fully vaccinated.

ID Care is an Equal Opportunity Employer who does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

Job Type: Full-time

Pay: $50,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Hillsborough, NJ 08844: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• healthcare: 1 year (Required)
• executive administrative: 3 years (Required)

Work Location: In person