Executive Assistant to Chair

1163004_RR00121366 Job ID: 1163004_RR00121366

NYU Grossman School of Medicine is one of the nation’s top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

For more information, go to med.nyu.edu , and interact with us on LinkedIn , Glassdoor , Indeed , Facebook , X and Instagram .

Position Summary We have an exciting opportunity to join our team as a Executive Assistant to Chair.

Responsible for providing complex daily administrative support to the Chair. S/he coordinates and manages administrative procedures and functions, maintains schedule of calendar and travel arrangements, preparation of reports/presentations, oversight of special projects, and other related duties to the Chairs Office.

Job Responsibilities

• Complex Administrative Support -Plans conferences, maintains schedule of calendar, reads and answers correspondence, develops documents for presentation or meeting, maintains records of all documentation, file materials and manages data entry.
• 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 Committee meetings. Prepares reimbursement forms and verifies Purchasing card transactions and other expenses for Chair. Tracks and keep receipts for reimbursements.
• Decisions Making and Problems Solving Combines and evaluates 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. Represents and discreetly advises others on behalf of the Chair.
• Communication/Public Contact Recommends procedures and implements the approved ones. Interprets administrative and operating policies and procedures for employees. Processes all outgoing communication in the form of emails, letters, voice messages or other forms of communication. Provides information, consultation and expert advice to the Chair, colleagues, and subordinates on technical, systems-related, or process related topics. Meets and greets clients. Answers phones, provides information and processes messages for the Chair. Communicates with persons outside the organization.
• Word Processing/Typing checks correct spelling, grammar, format, etc. Prepares and proofreads memos and reports. Prepares correspondence and documents independently from rough drafts, corrected copies, voice recordings, dictation or previous versions, based on knowledge/research of relevant topic/professional field to correspondence and documents. May require subject matter knowledge. Ensures that company format policies are followed, and recommends revisions.
• Reports Researches, compiles and analyzes information, prepares reports, and makes recommendation based on subject matter knowledge. Responds to requests for information, summarizes and data based on information compiled from various sources.
• Office Management Improves workflow, simplifies reporting procedures, improves customer services or implements cost reductions. Analyzes operating practices and procedures to create new and/or to revise existing methods.
• Scheduling/Coordinating - Makes travel arrangements for the Chair, manages calendar, supervises, coordinates and setup large and complex meetings, conferences and programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Cancel meetings based on knowledge of the subject and atten…