Executive Assistant

Albert Einstein College of Medicine•New York, NY

About The Position

Provide a wide range of confidential administrative support to the Senior Associate Dean for Medical Education (SADME). Utilize organization and efficiency skills, including scheduling appointments, maintaining Outlook calendars, organizing meetings, involving multiple people from multiple departments and sites, coordinate catering requests and room reservations. Determine priorities related to work assignments, serve as the liaison to the offices directly involved with the educational mission to include the Office of the Dean, the Office of Community Engagement, the Office of Student Affairs, the Admissions Office, and the various offices that support the OME. SADME Support Manage day-to-day activities and maintain calendar of meetings and Manage all conference travel arrangements, including but not limited to registration, airfare, hotel, car services, and meals for the SADME, as well as others in OME and those selected by OME to attend conferences. Coordinate travel and logistics for related business meetings and events. OME/General Office Support Greet and assist visitors to the OME. Answer telephones and disseminate information to callers, take messages and transfer calls to appropriate Submit expense reimbursement requests using Einstein’s online portal. Manage invoices and create receipts in the online portal to ensure accurate accounting for goods and services Review and summarize miscellaneous reports and prepare background Compose and edit PowerPoint presentations. Take and transcribe minutes for various ad hoc working group and committee meetings, as needed. Schedule, prepare in advance for, and attend prep meetings for the MD Curriculum Committee (MDCC). Document and distribute the agenda, invite guest speakers/attendees, address action items relevant to, collect information or documents as indicted, and attend MDCC meetings; record the minutes of meetings. Schedule, prepare in advance for, and attend prep meetings for the Executive Education Committee (EEC). Document and distribute the agenda, invite guest speakers/attendees, address action items relevant to, and attend ECC meetings; record the minutes of meetings. Attend, as requested, preparation meetings for educational subcommittee meetings, addressing action items developed. Attend relevant subcommittee meetings, as assigned. Schedule, ensure materials are prepared and distributed, attend, and contribute to medical education strategy and leadership meetings. Schedule, prepare in advance for, and attend curricular class meetings. Organize and support search committees for open positions within the OME. Liaise with human resources on search processes and documentation. Maintain membership lists of OME committees, Task Forces, and Working Groups. Prepare and collate meeting material; follow through on resulting action items and make necessary arrangements in connection with these Prepare requests for facilities and housekeeping for nonroutine service and submit tickets for Information Technology support when needed. Manage bookings for OME conference room. Use independent judgment when responding to Independently prepare nonroutine correspondence. Set up and maintain files of a complex nature. All other duties as required. Projects – The Executive Assistant is responsible for the following ongoing projects: Student Communications. Work with the Communication Office to collect weekly relevant information for MedEd Weekly (weekly email update) and @MyEinstein (quarterly newsletter). OME webpages on the Einstein platform. Manage the content of the OME webpages. Maintain consistency of the webpages with the continuous innovations in the MD curriculum. Update personnel information in an ongoing manner. Perform a formal annual review of the webpages and their links for accuracy. Develop, maintain, and update a database of standard operating procedures in OME including maintenance and distribution of an annual calendar of recurring events.

Requirements

Bachelor's degree required. A combination of education and/or comparable experience will also be considered.
At least 5 years of executive level administrative experience
Must have excellent verbal and written communication
Must be able to create a professional, courteous and helpful environment.
Must be highly organized and detail oriented.
Must have intermediate computer skills in Microsoft Office Word, Excel and PowerPoint – and Adobe Acrobat Pro (or later).
Should be flexible and enjoy administrative challenges of supporting an office of diverse medical student and faculty

Nice To Haves

Experience in academic setting preferred (medical school environment, a plus).

Responsibilities

Provide a wide range of confidential administrative support to the Senior Associate Dean for Medical Education (SADME).
Schedule appointments
Maintain Outlook calendars
Organize meetings, involving multiple people from multiple departments and sites
Coordinate catering requests and room reservations
Determine priorities related to work assignments
Serve as the liaison to the offices directly involved with the educational mission to include the Office of the Dean, the Office of Community Engagement, the Office of Student Affairs, the Admissions Office, and the various offices that support the OME.
Manage day-to-day activities and maintain calendar of meetings
Manage all conference travel arrangements, including but not limited to registration, airfare, hotel, car services, and meals for the SADME, as well as others in OME and those selected by OME to attend conferences.
Coordinate travel and logistics for related business meetings and events.
Greet and assist visitors to the OME.
Answer telephones and disseminate information to callers, take messages and transfer calls to appropriate
Submit expense reimbursement requests using Einstein’s online portal.
Manage invoices and create receipts in the online portal to ensure accurate accounting for goods and services
Review and summarize miscellaneous reports and prepare background Compose and edit PowerPoint presentations.
Take and transcribe minutes for various ad hoc working group and committee meetings, as needed.
Schedule, prepare in advance for, and attend prep meetings for the MD Curriculum Committee (MDCC).
Document and distribute the agenda, invite guest speakers/attendees, address action items relevant to, collect information or documents as indicted, and attend MDCC meetings; record the minutes of meetings.
Schedule, prepare in advance for, and attend prep meetings for the Executive Education Committee (EEC).
Document and distribute the agenda, invite guest speakers/attendees, address action items relevant to, and attend ECC meetings; record the minutes of meetings.
Attend, as requested, preparation meetings for educational subcommittee meetings, addressing action items developed.
Attend relevant subcommittee meetings, as assigned.
Schedule, ensure materials are prepared and distributed, attend, and contribute to medical education strategy and leadership meetings.
Schedule, prepare in advance for, and attend curricular class meetings.
Organize and support search committees for open positions within the OME.
Liaise with human resources on search processes and documentation.
Maintain membership lists of OME committees, Task Forces, and Working Groups.
Prepare and collate meeting material; follow through on resulting action items and make necessary arrangements in connection with these
Prepare requests for facilities and housekeeping for nonroutine service and submit tickets for Information Technology support when needed.
Manage bookings for OME conference room.
Use independent judgment when responding to Independently prepare nonroutine correspondence.
Set up and maintain files of a complex nature.
All other duties as required.
Student Communications. Work with the Communication Office to collect weekly relevant information for MedEd Weekly (weekly email update) and @MyEinstein (quarterly newsletter).
OME webpages on the Einstein platform. Manage the content of the OME webpages. Maintain consistency of the webpages with the continuous innovations in the MD curriculum. Update personnel information in an ongoing manner. Perform a formal annual review of the webpages and their links for accuracy.
Develop, maintain, and update a database of standard operating procedures in OME including maintenance and distribution of an annual calendar of recurring events.