Executive Assistant Senior - SOM Amb Care-APCF-Neurology

Executive Assistant Senior - SOM Amb Care-APCF-Neurology

Job ID: 225801 Location: Chapel Hill, NC Facility/Division: UNC Faculty Physicians Status: Full Time Shift: Day Job

Job Description

Your passion belongs at UNC Health. Join more than 56,000 teammates working together to improve the health and well-being of the communities we serve across North Carolina.

• Department: UNC Department of Neurology
• Work Schedule: Hybrid (In-office Monday, Wednesday, and Friday)
• Hours: 8:30 AM 5:00 PM (with flexibility for additional days in the office based on business needs)

Summary:

The UNC Department of Neurology is seeking a highly skilled, proactive, and polished Senior Executive Assistant to provide comprehensive, high-level administrative support to executive leadership. This pivotal role directly supports the Department Chair and the Associate Chair of Administration, while expanding administrative oversight to include the Vice Chairs for Ambulatory Services, Faculty Affairs, and Inpatient Services. As a primary conduit for leadership, the Senior Executive Assistant must navigate extensive time commitments and complex schedules with exceptional confidence, discretion, and professionalism.

Description of Job Responsibilities

Executive & Clinical Leadership Support

• Comprehensive Calendar & Travel Management: Manages complex calendar commitments, coordinates strategic meeting schedules, and arranges intricate conference and travel logistics for the Department Chair, Associate Chair, and designated Vice Chairs.
• Vice Chair Allocation: Provides dedicated administrative workflows tailored to the unique clinical and academic needs of the Vice Chairs for Ambulatory Services, Faculty Affairs, and Inpatient Services.
• Correspondence & Screening: Screens incoming telephone calls, visitors, mail, and emails for executive leadership. Independently responds to routine correspondence and appropriately routes complex inquiries, communicating directly with patients, faculty, and external stakeholders as needed.
• Document Preparation: Write drafts of letters of support, faculty nominations, complex memoranda, and other high-level documents on behalf of the Chair and Vice Chairs.
• Information Management: Organizes and maintains confidential electronic and paper files, ensuring materials are current, secure, and readily accessible.

Meeting & Committee Coordination

• Agenda & Materials Preparation: Researches, compiles, and prepares materials from multiple sources into unified presentations, briefs, or reports for executive meetings.
• Logistics & Documentation: Ensures agendas and supporting documentation are distributed to attendees well in advance of meetings. Prepares, finalizes, and distributes meeting recordings and official minutes.

Departmental Operations & Event Leadership

• Event Orchestration: Leads the full lifecycle of event development, organization, and coordination for the department. This includes the annual Family Day, Holiday Party, faculty retreats, executive dinners, and general department meetings. Note: While the majority of this role occurs during normal business hours, attendance and coordination of select evening and weekend events are required.
• Administrative Team Guidance: Provides crucial backup support, mentorship, and operational guidance to the administrative support team.
• Operational Support: Serves as the department's parking and event coordinator, and manages data compilation to assist the Chair and Associate Chair with office space allocations for incoming faculty and staff.

Preferred Qualifications & Core Competencies

• Professionalism & Confidence: Proven ability to communicate and demonstrate confidence at an exceptionally high level regarding all departmental, clinical, and institutional matters.
• Discretion: Demonstrated success in maintaining strict confidentiality and handling sensitive personnel, faculty, and clinical information.
• Technical Proficiency: Advanced skills in office support software, presentation design, and digital calendar management systems.
• Adaptability: Ability to balance competing priorities from multiple high-level executives (Chair, Associate Chair, and three Vice Chairs) in a fast-paced academic medical environment.

Other Information

Education Requirements: High School diploma or GED Licensure/Certification Requirements: No licensure or certification required. Professional Experience Requirements: Four years of high level administrative/office management experience; preferably in support of a vice-president or president of an organization. Knowledge/Skills/and Abilities Requirements: Microsoft products: Outlook, Word, Power Point, communication and computer skills, time management, technical skills, calendar management, and meeting planning