Executive Assistant - Department of Surgery

About the position

This is an onsite full time Monday through Friday position that provides highly skilled administrative support to the Surgery Medical Chair and staff. General administrative support includes drafting correspondence, preparing presentations, reports, press releases, managing organizational contacts, attending meetings, preparing and distributing minutes; sorting mail and ordering supplies. Assists with research grant application, tracking grant reporting and performing web research on federal research funding trends. Identifies articles and opportunities of interest to the department by reviewing websites and printed media. Acts as the first point of contact for the Office and triages calls from other departments, donors, the media, other scientists, politicians, advocacy partners and sometimes opposition groups. Schedules meetings, makes travel arrangements and processes travel reimbursements in a timely manner. Helps manage facilities and information technology issues within the Department.

Responsibilities

• Provides executive administrative support to a Department Chair, Executive Director or Vice President and other department senior leaders, including scheduling appointments, scheduling meetings, taking meeting notes, following up on meeting-generated tasks, preparing documents and slides using PowerPoint, Excel and Microsoft Word.
• Composes high level correspondence and memoranda independently and with professional quality. Edits and proofreads all written materials and verifies the validity of data and documents contained in all reports prior to submission.
• Analyzes, categorizes, prioritizes and distributes mail. May initiate responses for Chief's review and/or complete and send out responses on his/her behalf, as per established protocols.
• Maintains Chief's calendar up-to-date; coordinates vacation, schedules meetings and appointments with particular attention to preventing scheduling conflicts.
• Makes registration and travel arrangements; makes hotel reservations; provides written itineraries for all travel plans.
• Schedules meetings, tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed. Prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.
• Follows up with managers, to ensure adherence to project and tasks deadlines.
• Manages invoices and accounts payable for the department. Manages subscriptions. Assists with monitoring departmental budget and account balances.
• Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Keeps office equipment in working order and contacts IT or service provider, as necessary, for repairs or replacements.
• Works with facilities team to file and follow up on service tickets when urgent or routine issues arise.
• Evaluates, develops and revises administrative systems in order to improve efficiency.
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition.
• Creates reports, spreadsheets, charts, presentations or other correspondence requested.
• Performs office related duties such as maintaining departmental files, manuals and records; picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters.
• Acts as a liaison with external customers to ensure efficient communications.
• Conducts online and other types of research.
• Performs other duties as assigned or as necessary.

Requirements

• Bachelor's Degree in related field is required or a combination of additional experience and training will be considered.
• Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Outlook, Word, Excel, Access, and PowerPoint).
• 1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.