Executive Assistant

Executive Assistant

Rutgers, The State University of New Jersey, is seeking an Executive Assistant for the department of Neurosurgery at the Robert Wood Johnson Medical School. The Executive Assistant provides high-level, confidential administrative support to the Neurosurgery Chair (primary) and assigned section Chiefs (secondary). Serving as their primary point of contact, this individual independently manages complex scheduling, coordinates travel and oversees special departmental projects with great discretion and professionalism. The ideal candidate multi-tasks seamlessly, is an extremely detail-oriented professional, collaborates effectively across teams, and operates with minimal supervision.

Among the key duties of this position are the following:

• Manage the Chair and assigned section Chiefs complex calendars including scheduling appointments, preparation of materials, arranging and coordinating logistics, making travel arrangements and processing reimbursements.
• Meet with Chair and section Chiefs regularly to review tasks and calendars for the purpose of ensuring smooth flow of work and maintaining organizational systems.
• Serve as the primary gatekeeper, liaison, and contact for the Chair and assigned section Chiefs for all internal and external constituencies. Reviews incoming correspondence and paperwork to minimize the Chair's/Chiefs efficiency. Redirects items which do not require the Chair's/Chiefs attention to the appropriate person/department.
• Oversee logistics for high-level meetings, events and on-campus guests, prepare agendas and other supporting documents/materials for meetings, create briefings and conduct high level research, create presentations, edit executive documents, and attend meetings as needed for the purpose of taking notes and assisting with follow-up in a timely manner.
• Act as a liaison to committees and supports special projects under the guidance of the Chair, section Chiefs and Sr Director of Administration.
• Input and maintain Attendings on-call schedule into Qgenda and Anserve.
• Assist the Chair and Senior leadership in coordinating and implementing academic, clinical, research, administrative, and operational tasks.

FLSA - Exempt

Grade - 28S

Salary Details

Minimum Salary - 95926.000

Mid Range Salary - 121346.000

Maximum Salary - 146766.000

Benefits - Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include: Medical, prescription drug, and dental coverage Paid vacation, holidays, and various leave programs Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options Employee and dependent educational benefits (when applicable) Life insurance coverage Employee discount programs

Position Status - Full Time

Working Hours

Standard Hours - 37.50

Daily Work Shift - Day

Work Arrangement - This position requires a fully on-site work arrangement.

Union Description - MPSC - Legacy UMD

Payroll Designation - PeopleSoft

Seniority Unit

Terms of Appointment - Staff - 12 month

Position Pension Eligibility - ABP

Qualifications

Minimum Education and Experience - Bachelor's degree in Business Management or a related discipline, plus five (5) years of progressively more responsible administrative experience in business, education, health care or similar environment. Equivalent education, experience and/or training may be substituted for the degree requirements.

Certifications/Licenses

Required Knowledge, Skills, and Abilities - Exceptional written and verbal communication skills. High level organization skills. Experienced with software such as Microsoft Office. Ability to work independently, exercise sound judgment, and execute tasks with high autonomy. Ability to manage multiple high-priority projects simultaneously under tight deadlines. Complete all duties with a high level of confidentiality and professionalism.

Preferred Qualifications - Demonstrated history of maintaining strict confidentiality and a high level of professionalism. Previous experience supporting executive leadership, Department Chairs, or clinical Section Chiefs. Proficiency with specialized scheduling and call-rotation software, specifically Qgenda and Anserve. Strong background in managing complex calendars, travel logistics, and expense reimbursement systems.

Equipment Utilized

Physical Demands and Work Environment - Physical Demands: Standing, sitting, walking, talking and hearing. Experience working in a fast-paced environment. No special vision requirements. Lifting up to 25lbs. Work Environment: Office, research and clinical work environments. Moderate noise and foot traffic.

Special Conditions

Posting Details

Posting Number - 26ST1207

Posting Open Date

Special Instructions to Applicants

Regional Campus - Rutgers Biomedical and Health Sciences (RBHS)

Home Location Campus - Downtown New Brunswick

City - New Brunswick

State - NJ

Location Details

Pre-employment Screenings All offers of employment are contingent upon successful completion of all pre-employment screenings. Immunization Requirements Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

Equal Employment Opportunity Statement It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: