Executive Assistant III

Job Summary:

• The Executive Assistant provides executive level support to the Chief, Division of Medicine / Chairman, Dept of Medicine (client )/President of client and coordinates the administrative functions of the Department of Medicine.
• This position will also provide administrative support to the Vice Chair of Finance and Administration and the Vice Chair of Clinical Operations and other executive leadership as needed.

Typical Responsibilities:

• Managing travel arrangements.
• Coordinating schedules and meetings.
• Coordinating executive correspondence and communications internally and externally.
• Management of department conference rooms and office functions.
• Planning meetings and events.
• Processing reimbursement requests.
• Providing support for presentations and meetings.
• Administrative support for department-wide initiatives and events.
• Aiding in new hire efforts by reviewing offer letters.
• Aiding in the faculty appointments & promotions process.
• Maintaining faculty files with relevant HR documentation.
• Tracking new hires and terminations for all faculty in the Department of Medicine (DOM).
• Collating and presenting faculty, staff, and department statistical data.
• Performing additional special projects assigned based on department need.

Essential Functions:

60% Calendar Management:

• Schedule meetings and calls; 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.
• Schedules travel.
• Track of correspondences.
• Track professional licenses, memberships, etc.
• Manage conference room booking for department conference rooms.

30% Provide General Office Administration/Management Responsibilities:

• Order office supplies from Client and through Purchase Orders.
• Process Reimbursements.
• Provide support for meetings & events hosted by chair's office or DoM Central including ordering & coordinating food, booking rooms, coordinating speakers and slides.
• Evaluates, develops and revises administrative systems in order to improve efficiency.
• Aids faculty affairs manager with Appointment & Promotions for all department faculty.
• Tracks new hires & terminations.
• Responsible for collating and presenting faculty, staff and department statistical data.

10% Special Projects:

• Administrative support for department-wide initiatives including but not limited to Evans Research Days, DEIA Week, M.A.D.E. Staff Development Program, Administrative Coordinator monthly series, Monthly Administrative Director meetings, Department Faculty meetings, etc.
• Regularly reviews status of project and makes modifications to scheduling, costing, equipment, preparing status reports and documents periodically throughout the project.
• Special Projects as assigned by the Chair of Medicine, the Vice Chair of Finance & Administration and/or the Associate Administrative Director as needed.