Job ID: BH414534
Category: Executive Assistant, Administrative Assistant
Job Title: Executive Assistant
- High School Diploma/GED
- 3-5 years of Strong Administrative Support/Administrative Experience
- Microsoft Office Suite – advanced Proficiency w/Microsoft Outlook
- Associate’s or Bachelor’s Degree
- 5-10 years of Administrative Support Experience
- Healthcare Administration and/or Higher Education Administrative Experience
Under the direction of the Department Chair, (in consultation with the Executive Director), the Executive Staff Assistant provides the Chair with executive level/high quality administrative support. S/he operates in a fast-paced, goal-oriented environment focused on managing the diverse needs of the Chair as it relates to his/her role in leading the Department’s missions of clinical care, research, education, and Department administration. On behalf of the Chair, s/he manages high velocity meeting scheduling and logistics coordination, complex travel arrangements, expense reconciliation, administrative support for patient care, and academic projects for the Chair. The incumbent must possess a professional and “can do” attitude at all times, and must utilize proper judgement, discretion, and independence to operate effectively in the role. S/he plans, organizes, and delivers work product to comply with established customer service guidelines and timeframes established by the Chair.
1. Schedules a high volume of appointments and meetings in a timely manner at the discretion of the Chair; maintains Chair's professional calendar with full accuracy. As needed, reserves meeting locations, orders needed supplies, food, and other services and prepares/communications agenda.
2. Prepares complex travel arrangements, including airline reservations, hotel accommodations, various transportation, dinners, and other related activities; makes adjustments as needed in a timely and organized manner.
3. Coordinates the travel arrangements and itineraries for various visitors on behalf of the Chair and Department, including but not limited to guest lecturers, grand rounds speakers, and potential recruitments to the Department.
4. Monitors and maintains Chair's record keeping systems, including highly sensitive and/or critical administrative and financial information.
5. Monitors and reconciles Chair's expenses, researching and resolving errors or discrepancies. Collects, organizes, and prepares information for submission of travel and other expense reimbursements.
6. Plans, prepares, and organizes logistic and administrative requirements for external meetings, seminars, conferences and other special programs or events. Obtains and organizes planning information, prepares, or orders publicity materials and advertisements, reserves event location(s) and secures necessary supplies, equipment, and services. Prepares program syllabus/schedules, collects, and organizes teaching materials, receives and records registration forms and fees and monitors expenses.
7. Supports clinical practice functions, including but not limited to serving as a liaison to the clinical/patient care support and practice management teams to determine the Chair’s participation call coverage, patient scheduling and other patient care logistics.
8. Support the department with the planning of faculty meetings, seminars, retreats, and other professional events for faculty and staff. Coordinate communication of agendas, minutes, and other departmental ad-hoc needs.
9. Transcribes and types, shorthand or rough draft correspondence, reports, manuscripts, chats, and other materials for clinical, administrative or research purposes, including highly complex and/or confidential financial/business documents. Proofreads and edits materials for accuracy, consistency, and clarity. Receives and screens correspondence, composing and preparing responses on highly sensitive/highly confidential matters as appropriate.
10. Coordinates effective communications on behalf of Chair with key internal/external constituents, including but not limited: physicians, staff, administrative leaders, donors, patients, and other individuals outside the department.
11. Responsible for supporting Neurology’s academic promotions processes in coordination with other departmental leadership and staff. Requires attention to detail and must have a tracking system to ensure timely submission of material.
12. Supports activities for the Chair related to his/her academic mission – CV maintenance, bio-sketch, and liaison to research constituents internal and external to the organization.
13. Provides troubleshooting and independently works to resolve matters related to information systems matters impacting the Chair’s ability to fulfill his role.
14. Other duties and responsibilities as assigned.
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.