Executive Assistant to Chair

Executive Assistant to Chair

Research --> Administration

New York, NY ID: 1155047_RR00115044 Full-Time/Regular

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.

Position Summary: We have an exciting opportunity to join our team as a Executive Assistant to Chair. The Executive Assistant to the Chair will provide high-level administrative and strategic support to the Chair, ensuring seamless coordination of daily operations, complex scheduling, communication, and project management. The successful candidate will act as the primary point of contact for internal and external stakeholders, manage confidential matters with discretion, and proactively anticipate the Chairs needs to optimize their effectiveness and efficiency. This role requires exceptional organizational skills, attention to detail, and the ability to multitask at an executive level. A welcoming and professional demeanor, problem-solving mindset, and commitment to excellence are essential.

Job Responsibilities

• Administrative Support: Manage and maintain the Chairs calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Prepare agendas, briefings, reports, and documents ahead of meetings. Organize and coordinate departmental meetings, including issuing invitations, preparing minutes, facilitating presentations and catering, and ensuring action items are followed up. Handle office correspondence, including emails and phone calls, on behalf of the Chair when needed.
• Communication and Liaison: Act as the primary point of contact between the Chair and internal/external stakeholders, managing communications and ensuring critical information flows efficiently. Draft, edit, and format correspondence and other materials with a high degree of professionalism. Ensure correct spelling, grammar, format, etc. Prepare and proofread memos and reports. Prepares correspondence and documents independently. Address inquiries and resolve issues in a timely and professional manner, escalating urgent matters as needed.
• Project and Task Management: Track ongoing initiatives, projects, and deliverables for the Chair, ensuring deadlines are met and priorities are clearly communicated. Assist with high-level projects and initiatives, conducting research and preparing summaries as required. Simplify and streamline workflows for the Chair to ensure their time is used effectively.
• Event and Travel Management: Coordinate complex travel details, including flight arrangements, hotel bookings, ground transportation, and itineraries for the Chair and invited guests under minimal direction. Assist in planning and executing high-profile events, conferences, and business functions attended or hosted by the Chair.
• Confidentiality and Discretion: Handle sensitive and confidential information with the utmost discretion and professionalism. Ensure compliance with organizational policies, governance standards, and legal requirements in all communications and transactions.
• Office Support and Relationship Management: Maintain a well-organized and efficient office for the Chair, keeping files, documents, and records current and accessible. Analyzes practices and procedures to improve workflow and efficiency and provide a high level of customer service. Build and manage relationships with key colleagues, partners, and collaborators on behalf of the Chair.

Minimum Qualifications: To qualify you must have a Bachelors Degree in a related field is required. Minimum of 5 years in an executive support role, preferably in an academic, corporate, nonprofit or government setting, or an equivalent combination of education and experience. Experience working with senior leadership and managing complex schedules and projects. Exceptional written and verbal communication skills. Strong organizational and multitasking ability, with acute attention to detail. Proficiency in office tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software. Proven problem-solving skills and ability to manage competing priorities under tight deadlines.

Preferred Qualifications: High level of professionalism and discretion. Strong interpersonal skills and ability to build productive working relationships. Proactive and resourceful, with a solutions-oriented mindset. Flexible and adaptable to changing priorities and schedules. Able to work independently, as well as collaboratively within cross-functional teams.

Qualified candidates must be able to effectively communicate with all levels of the organization. NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family. NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $70,481.60 - $121,580.64 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.