Executive Assistant to Chair

NYU Langone Health • New York, NY

5d • $70,482 - $121,581 • Onsite

About The Position

NYU Grossman School of Medicine is a top-ranked medical school with a 175-year history of training physicians and scientists. As an integral part of NYU Langone Health, the school is dedicated to improving the human condition through education, research, and patient care. NYU Langone Health values equity and inclusion, striving to be a place where talented faculty, staff, and students of all identities can thrive. The Executive Assistant to the Chair will provide complex daily administrative support to the Chair, managing administrative procedures, schedules, travel, report preparation, and special projects.

Requirements

• Bachelors 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 ability 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, Power Point and Outlook.
• Familiar with Internet applications.
• Good organizational skills, with the ability to handle a variety of projects simultaneously and prioritize effectively while paying attention to details.
• Ability to multitask and project manage.
• Active Listening, Judgment and Decision Making skills.
• Ability to interact effectively with all levels of management.
• 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.
• Qualified candidates must be able to effectively communicate with all levels of the organization.

Nice To Haves

• None.

Responsibilities

• Provide complex daily administrative support to the Chair.
• Coordinate and manage administrative procedures and functions.
• Maintain the Chair's schedule and manage travel arrangements.
• Prepare reports and presentations.
• Oversee special projects.
• Plan conferences, read and answer correspondence, develop documents for presentation or meetings, maintain records, file materials, and manage data entry.
• Supervise, coordinate, and set up large and complex meetings, conferences, and programs.
• Make complex scheduling arrangements involving multiple parties and conferences with minimal direction.
• Organize interview schedules, travel logistics, and itineraries for prospective faculty recruits.
• Process reimbursement of related expenses.
• Coordinate, prepare agenda, and take minutes for monthly Executive Committee meetings.
• Prepare reimbursement forms and verify Purchasing card transactions and other expenses for the Chair.
• Track and keep receipts for reimbursements.
• Combine and evaluate information and data to make decisions and solve problems.
• Resolve non-routine situations based on established policies and procedures.
• Represent and discreetly advise others on behalf of the Chair.
• Recommend and implement approved procedures.
• Interpret administrative and operating policies and procedures for employees.
• Process all outgoing communication (emails, letters, voice messages).
• Provide information, consultation, and expert advice to the Chair, colleagues, and subordinates.
• Meet and greet clients, answer phones, provide information, and process messages for the Chair.
• Communicate with persons outside the organization.
• Check correct spelling, grammar, and format in documents.
• Prepare and proofread memos and reports.
• Prepare correspondence and documents independently from rough drafts, corrected copies, voice recordings, dictation, or previous versions.
• Ensure company format policies are followed and recommend revisions.
• Research, compile, and analyze information to prepare reports and make recommendations.
• Respond to requests for information, summarize data from various sources.
• Improve workflow, simplify reporting procedures, improve customer services, or implement cost reductions.
• Analyze operating practices and procedures to create new or revise existing methods.
• Make travel arrangements for the Chair.
• Manage the Chair's calendar.
• Cancel meetings based on knowledge of the subject and attendees.
• Schedule appointments, meetings, personal appearances, and speeches for the Chair.
• Recognize and identify information that can be disseminated and to whom.
• Assist with special events planning.
• File and retrieve corporation documents, records, and reports.
• Maintain correspondence and filing system for the Chair.
• Provide assistance and ongoing guidance to clerical and administrative staff, and/or on-the-job training as needed.
• Order company supplies.
• Serve as back up to the Administrative Coordinator of the Department Administrator.

Benefits

• 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