Executive Assistant to Chair, Department of Psychiatry

Position Summary We have an exciting opportunity to join our team as an Executive Assistant to Chair, Department of Psychiatry. The Department of Psychiatry is seeking a full‑time Executive Assistant to the Chair. In this role, the successful candidate is responsible for providing complex daily administrative support to the Chair, coordinating and managing administrative procedures and functions, maintaining the schedule of calendar and travel arrangements, scheduling faculty group practice patient appointments, checking patients in and out, preparing reports/presentations, overseeing special projects, and performing other related duties to support the Chair’s Office. Job Responsibilities Provide complex daily administrative support to the Chair, ensuring completion of tasks while maintaining and improving the administrative workflow/processes and ensuring that services are provided in an effective and efficient manner. Manage calendar for the Chair, including but not limited to meetings, patient appointments, travel arrangements, conferences, seminars, and lectures. Supervise, coordinate and set up large and complex meetings, conferences and programs; make complex scheduling arrangements involving multiple parties and conferences under minimum direction. Organize interview schedules, travel logistics and itineraries for prospective faculty recruits; process reimbursement of related expenses. Coordinate, prepare agenda and take minutes for monthly Executive Advisory Committee meetings; prepare reimbursement forms and verify Purchasing‑card transactions and other expenses for the Chair; track and keep receipts for reimbursements. Serve as back‑up to the Administrative Coordinator for the Vice Chair for Research and the Vice Chair for Faculty Development and Mentoring. Represent and discreetly advise others on behalf of the Chair; read and answer correspondence on behalf of the Chair, recognizing and identifying information that can be disseminated and to whom. Answer phones, provide information and process messages for the Chair; meet and greet guests to the Chair’s Office; communicate professionally and tactfully with people inside and outside the organization. Prepare and proofread correspondence such as letters, memos, reports, emails and announcements independently from rough drafts, corrected copies, voice recordings, dictation or previous versions on behalf of the Chair; ensure that company format policies are followed and recommend revisions. Research, compile and analyze information for reports and presentations; prepare reports, documents and presentations for meetings and town‑halls as needed. Ensure documents that need Chair approval/signature are tracked, reviewed and returned promptly; coordinate and track signatory approvals for Offer Letters, Contract Renewals and Change of Responsibilities letters; file and retrieve documents, maintain records of all documentation and reports; maintain correspondence and filing system for the Chair’s Office. Combine and evaluate information and data to make decisions about relative importance of information and choosing the best solution to solve problems. Resolve non‑routine situations based on established policies and procedures and refer non‑solved issues and questions to the appropriate party. Perform other duties and special projects assigned. Minimum Qualifications Bachelor’s Degree in a related field. Minimum of 5 years of progressively administrative experience or an equivalent combination of education and experience. Effective oral and written skills, including knowledge of grammar, spelling and punctuation, with tact, diplomacy and interpersonal skills. Time‑management skills and ability to work well under pressure, maintaining a professional and positive attitude while effectively meeting deadlines. Proficiency in Microsoft Office applications such as Word, Excel, Access, PowerPoint and Outlook; familiarity with Internet applications. Good organizational skills, with the ability to handle a variety of projects simultaneously and prioritize effectively while paying attention to details. Ability to multi‑task and project‑manage. Active listening, judgment and decision‑making skills. Ability to interact effectively with all levels of management and to communicate effectively with both internal and external customers. Ability to work as part of a team and willingness to back up others. Knowledge of modern office standard practices and procedures. Preferred Qualifications Prior experience supporting an executive in a healthcare or academic setting. Employment is a Civil Right 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. Salary and Compensation 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 this role is $70,481.60 – $106,180.20 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. Know Your Rights: Workplace discrimination is illegal. To view the Pay Transparency Notice, please click here. #J-18808-Ljbffr NYU Grossman School of Medicine