Executive Assistant

Job Description

Provides high-level executive and administrative operations support to the Chair and Chief Administrative Officer of Orthopedic Surgery. Serves as a central liaison to internal and external stakeholders, managing highly sensitive communications, complex calendars, and strategic priorities.

Independently coordinates executive-level activities, departmental initiatives, and special projects while ensuring alignment with organizational goals and the efficient use of executive leadership time. Exercises sound judgment, discretion, and initiative in resolving issues, managing competing priorities, and facilitating the flow of information across the Chair's Office and the broader organization.

This position requires exceptional organizational, communication, and relationship management skills, with the ability to anticipate needs, maintain confidentiality, and support a fast-paced executive environment.

Responsibilities

Executive Operations Management and Strategic Administrative Oversight

• Serves as the administrative operations lead for the Office of the Chair, independently managing the administrative infrastructure necessary to support the Department Chair's leadership responsibilities across clinical, academic, research, and external affairs activities.
• Develops and implements operational plans, priorities, and administrative processes that optimize executive effectiveness and ensure alignment of leadership activities with departmental strategic goals.
• Exercises independent judgment in evaluating competing priorities, allocating executive time and resources, and determining appropriate administrative actions to advance departmental objectives.
• Maintains oversight of executive operations, including management of complex leadership commitments, coordination of departmental governance activities, and administration of high-priority initiatives requiring collaboration among faculty, staff, School of Medicine leadership, and external partners.
• Acts with delegated authority to resolve operational issues, facilitate decision-making, and ensure timely completion of critical administrative functions on behalf of departmental leadership.

Program Management and Departmental Administrative Initiatives

• Independently manages administrative programs and special initiatives sponsored by the Chair and Chief Administrative Officer.
• Responsible for project planning, implementation, stakeholder coordination, timeline management, communications strategy, and outcome tracking for department-wide initiatives.
• Leads the planning and execution of major departmental events, retreats, leadership meetings, faculty recognition programs, recruitment activities, and other strategic initiatives.
• Develops project plans, establishes milestones, coordinates resources, identifies risks, and ensures successful completion of deliverables.
• Evaluates existing administrative workflows and develops process improvements to enhance efficiency, communication, service delivery, and operational effectiveness throughout the department.

Resource Coordination, Budget Administration, and Operational Planning

• Provides administrative oversight for resources supporting the Office of the Chair, including event budgets, administrative expenditures, vendor relationships, and departmental leadership activities.
• Participates in operational planning discussions with the Chair and Chief Administrative Officer, identifying administrative resource needs, forecasting logistical requirements, and developing implementation strategies for leadership priorities.
• Monitors expenditures associated with executive initiatives and departmental events, ensuring responsible stewardship of departmental resources and adherence to University policies and procedures.

Administrative Leadership and Organizational Coordination

• Provides functional leadership for administrative activities supporting the Chair's Office, coordinating work among administrative staff to ensure continuity of operations and successful completion of leadership priorities.
• Serves as a departmental resource regarding executive operations, administrative procedures, and leadership initiatives.
• Collaborates regularly with Human Resources, Administrative Operations, Academic Affairs, and other administrative units to facilitate organizational objectives.
• Represents the Office of the Chair in administrative planning discussions and independently advances initiatives requiring cross-functional coordination and organizational engagement.

Qualifications

Required Qualifications

• Thorough knowledge of University policies, procedures, and administrative frameworks, with the ability to interpret and apply institutional guidelines to a wide range of operational and executive-level scenarios.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as event planning, complex calendar management, stakeholder coordination, executive communications, and support for departmental initiatives.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.