Executive Assistant

Job Title Job Description Responsibilities include overall support to a Vice-President or Chairman as related to day-to-day operations of the department or office. Coordinates the administrative activities for the clinical, administrative, and academic department or departments for which the VP or Chair is responsible. Responsibilities Responsible for maintaining administrative calendar for the Chair of Neurosurgery including but not limited to scheduling meetings and balancing administrative duties with clinical duties Works closely with clinical support staff to ensure the Chair's calendar does not have conflicting appointments Must develop a close relationship with executive and administrative assistants throughout the institution to aid in completing scheduling needs Will assist with coordinating business related travel including booking travel to the business-related event (conference, meeting, presentation, etc.), booking appropriate hotel accommodations, coordinating car service to/from airport or train station as needed, and coordinating meeting schedule at event itself Responsible for submission of all expense reimbursement for the Chair of Neurosurgery including but not limited to travel related expenses, car service to other Health System sites, meal reimbursement for meetings or business dinners, etc. Works with management to create itineraries for visiting professors, potential recruits, or other business-related visits. This will require coordination of many key stakeholder's calendars for the visit and ensuring the visitor completes the planned agenda Responsible for coordination of the yearly department holiday event including coordination with any philanthropy donors that are sponsoring the event, booking the venue, coordinating catering and choosing a menu, ensuring timely payment of services through Accounts Payable, working with management to create a guest list and send out invitations, and serving as a coordinator the day of the event to ensure it runs smoothly Partners with management to submit monthly AMEX reconciliation report including collecting appropriate back up documentation to upload into the report Must maintain very strict confidentiality May mentors, train and/or conduct orientation for new office support staff Ensures adequate restock of supplies for the Chair's suite. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors contracts and renews as needed. Screens and prioritizes incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). Screens telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution. Performs other related duties. Coordinate scheduling and reservations for executive conference rooms, ensuring meeting spaces are reserved and prepared for leadership meetings. Manage complex calendars for the Vice Chair and Senior Directors of Administration, coordinating meetings, resolving scheduling conflicts, and prioritizing appointments. Qualifications Bachelor's degree or equivalent combination of experience and education 5 years related administrative or business experience Required Skills MS Excel MS Word Outlook About Us Strength through Unity and Inclusion The Mount Sinai Health System is committed to fostering an environment where everyone can contribute to excellence. We share a common dedication to delivering outstanding patient care. When you join us, you become part of Mount Sinai's unparalleled legacy of achievement, education, and innovation as we work together to transform healthcare. We encourage all team members to actively participate in creating a culture that ensures fair access to opportunities, promotes inclusive practices, and supports the success of every individual. At Mount Sinai, our leaders are committed to fostering a workplace where all employees feel valued, respected, and empowered to grow. We strive to create an environment where collaboration, fairness, and continuous learning drive positive change, improving the well-being of our staff, patients, and organization. Our leaders are expected to challenge outdated practices, promote a culture of respect, and work toward meaningful improvements that enhance patient care and workplace experiences. We are dedicated to building a supportive and welcoming environment where everyone has the opportunity to thrive and advance professionally. Explore this opportunity and be part of the next chapter in our history. About the Mount Sinai Health System: Mount Sinai Health System is one of the largest academic medical systems in the New York metro area, with more than 48,000 employees working across eight hospitals, more than 400 outpatient practices, more than 300 labs, a school of nursing, and a leading school of medicine and graduate education. Mount Sinai advances health for all people, everywhere, by taking on the most complex health care challenges of our time discovering and applying new scientific learning and knowledge; developing safer, more effective treatments; educating the next generation of medical leaders and innovators; and supporting local communities by delivering high-quality care to all who need it. Through the integration of its hospitals, labs, and schools, Mount Sinai offers comprehensive health care solutions from birth through geriatrics, leveraging innovative approaches such as artificial intelligence and informatics while keeping patients' medical and emotional needs at the center of all treatment. The Health System includes more than 9,000 primary and specialty care physicians; 13 joint-venture outpatient surgery centers throughout the five boroughs of New York City, Westchester, Long Island, and Florida; and more than 30 affiliated community health centers. We are consistently ranked by U.S. News & World Report's Best Hospitals, receiving high "Honor Roll" status, and are highly ranked: No. 1 in Geriatrics, top 5 in Cardiology/Heart Surgery, and top 20 in Diabetes/Endocrinology, Gastroenterology/GI Surgery, Neurology/Neurosurgery, Orthopedics, Pulmonology/Lung Surgery, Rehabilitation, and Urology. New York Eye and Ear Infirmary of Mount Sinai is ranked No. 12 in Ophthalmology. U.S. News & World Report's "Best Children's Hospitals" ranks Mount Sinai Kravis Children's Hospital among the country's best in several pediatric specialties. The Icahn School of Medicine at Mount Sinai is ranked No. 11 nationwide in National Institutes of Health funding and in the 99th percentile in research dollars per investigator according to the Association of American Medical Colleges. Newsweek's "The World's Best Smart Hospitals" ranks The Mount Sinai Hospital as No. 1 in New York and in the top five globally, and Mount Sinai Morningside in the top 20 globally. Equal Opportunity Employer The Mount Sinai Health System is an equal opportunity employer, complying with all applicable federal civil rights laws. We do not discriminate, exclude, or treat individuals differently based on race, color, national origin, age, religion, disability, sex, sexual orientation, gender, veteran status, or any other characteristic protected by law. We are deeply committed to fostering an environment where all faculty, staff, students, trainees, patients, visitors, and the communities we serve feel respected and supported. Our goal is to create a healthcare and learning institution that actively works to remove barriers, address challenges, and promote fairness in all aspects of our organization. Job Info Job Identification 3039451 Job Category Administrative Locations 1468 Madison Ave, New York, NY, 10029, US