Executive Assistant to Chair, Department of Psychiatry

NYU Langone Health • New York, NY

8d • $70,482 - $106,180 • Onsite

About The Position

NYU Grossman School of Medicine is a top-ranked medical school with a long history of shaping medical history. As an integral part of NYU Langone Health, the school is dedicated to improving the human condition through education, research, and patient care. Equity and inclusion are core values, fostering an environment where diverse talent can thrive. The Department of Psychiatry is seeking a full-time Executive Assistant to the Chair to provide complex daily administrative support. This role involves managing administrative procedures, coordinating schedules and travel, scheduling patient appointments, preparing reports and presentations, and overseeing special projects.

Requirements

• Bachelor's Degree in a related field is required.
• Minimum of 5 years of progressively administrative experience or an equivalent combination of education and experience.
• Effective oral, written skills including knowledge of grammar, spelling and punctuation, tact, diplomacy and interpersonal skills.
• Time management skills and be able to work well under pressure.
• Maintain a professional and positive attitude while effectively meeting deadlines.
• Proficiency in using various Microsoft Office applications such as Word, Excel, Access, Powerpoint and Outlook.
• Familiar with Internet applications.
• Good organizational skills, with the ability to handle variety of projects simultaneously and prioritize effectively while paying attention to details.
• Ability to multi task and project manage.
• Active Listening , Judgment and Decision Making skills
• Ability to interact effectively with all levels of management and must work and communicate effectively with both internal and external customers.
• Ability to work as part of a team and willing to back up others.
• Knowledge of modern office standard practices and procedures.

Nice To Haves

• Prior experience supporting an executive in a healthcare or academic setting.

Responsibilities

• Provides complex daily administrative support to the Chair, ensuring completion of tasks while maintaining and improving the administrative workflow/processes and ensuring that services are provided in an effective and efficient manner.
• Manages calendar for the Chair including but not limited to meetings, patient appointments, travel arrangements, conferences, seminars, and lectures.
• Supervise, coordinate and set up large and complex meetings, conferences, and programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Organizes interview schedules, travel logistics, and itineraries for perspective faculty recruits. Processes reimbursement of related expenses.
• Coordinates, prepares agenda, and takes minutes for monthly Executive Advisory Committee meetings. Prepares reimbursement forms and verifies Purchasing card transactions and other expenses for Chair. Track and keep receipts for reimbursements.
• Serves as back up to the Administrative Coordinator to the Vice Chair for Research and Vice Chair for Faculty Development and Mentoring.
• Represents and discreetly advises others on behalf of the Chair. Reads and answers correspondence on behalf of the Chair. Recognizes and identifies information that can be disseminated and to whom.
• Answers phones, provides information and processes messages for the Chair. Meets and greets guests to the Chairs Office. Communicate professionally and tactfully with people inside and outside the organization.
• Prepares and proofreads correspondence such as letters, memos, reports, emails and announcements independently from rough drafts, corrected copies, voice recordings, dictation or previous versions on behalf of the Chair. Ensures that company format policies are followed and recommends revisions.
• Research, compiles and analyzes information for reports and presentations. Prepares reports, documents, and presentations for meetings and town halls as needed.
• Ensure documents that need Chair approval/signature are tracked, reviewed, and returned promptly. Coordinates and tracks signatory approvals for Offer Letters, Contract Renewals and Change of Responsibilities letters. Files and retrieves documents, maintains records of all documentation, and reports. Maintains correspondence and filing system for the Chairs Office.
• Combine and evaluate information and data to make decisions about relative importance of information and choosing the best solution to solve problems.
• Resolves non-routine situations based on established policies and procedures and refers non-solved issues and questions to the appropriate party.
• Perform other duties and special projects assigned

Benefits

• Comprehensive benefits and wellness package
• Financial security benefits
• Generous time-off program
• Employee resources groups for peer support
• Holistic employee wellness program focusing on physical, mental, nutritional, sleep, social, financial, and preventive care

What This Job Offers

• Job Type: Full-time
• Career Level: Executive