Executive Assistant to the Chair

The University of New Mexico•Albuquerque, NM

3d•Onsite

About The Position

The Department of Surgery is seeking a highly organized, diplomatic, and strategic Executive Assistant to serve as a trusted partner to the Chair of the Department of Surgery. This position plays a critical role in advancing the Department's mission by enabling leadership to focus on strategic initiatives, organizational priorities, and key stakeholder relationships while ensuring the seamless management of day-to-day executive operations. Operating with considerable autonomy, the Executive Assistant utilizes sound judgment, strategic thinking, and discretion to manage complex priorities and highly confidential matters. The successful candidate anticipates leadership needs, proactively resolves administrative and operational challenges, and serves as an extension of the Chair's Office in interactions with faculty, staff, trainees, university administration, hospital leadership, and external partners. The Executive Assistant serves as the primary point of contact for the Chair's Office and is responsible for coordinating complex executive schedules, facilitating communications, managing strategic projects, overseeing administrative operations, monitoring critical deadlines, and ensuring alignment of departmental activities with the mission and priorities of the Department of Surgery.

Requirements

High school diploma or GED; at least 5 years of experience directly related to the duties and responsibilities specified.
Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Nice To Haves

Experience providing executive-level administrative support within an academic medical center, healthcare organization, or higher education institution.
Experience managing complex executive calendars, coordinating meetings, travel, conferences, and special events while balancing multiple competing priorities.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) and experience preparing executive correspondence, reports, and presentations.
Experience with UNM administrative and financial systems, including Banner, Chrome River, PCard reconciliation, purchasing processes, and familiarity with UNM Business Policies and Procedures; experience with Cerner Millennium applications is preferred.
Excellent organizational, interpersonal, and communication skills, with the ability to manage multiple projects, maintain strict confidentiality, exercise sound judgment, and consistently meet deadlines with accuracy and professionalism.

Responsibilities

Provide comprehensive executive administrative support to the Department Chair, including managing a complex calendar, scheduling meetings, coordinating travel, and preparing correspondence, reports, presentations, and briefing materials.
Serve as the primary administrative liaison between the Chair's Office, Department Leadership, the School of Medicine, UNM Health, University offices, and external partners.
Coordinate department meetings, faculty events, leadership retreats, and executive communications.
Monitor departmental deadlines and develop efficient administrative workflows and office procedures for the Office of the Chair.
Coordinate and support strategic initiatives and special projects by researching, compiling, analyzing, and presenting information for executive decision-making.
Assist with departmental fiscal operations, including purchasing, travel reimbursements, PCard reconciliation, budget tracking, and compliance with University policies.
Exercise independent judgment while handling sensitive and confidential information with professionalism and discretion.
Maintain executive files, organizational records, and departmental documentation, ensuring timely follow-up on action items and requests.
Perform other administrative, operational, and project-related duties as assigned in support of the Chair and Department operations.
Administer a defined program initiative or service operation for the unit.