Executive Assistant to the Chair

Job Description

Our client, a globally recognized academic medical center dedicated to excellence in education, patient care, and biomedical research, is hiring an Executive Assistant to the Chair of Oncological Surgery . The Executive Assistant will play a vital role in supporting the senior faculty and leadership of the Department of Surgery. This position requires a highly organized, discreet, and professional individual to ensure the smooth functioning of the office operations. The role involves managing complex calendars, coordinating meetings and events, handling confidential correspondence, and facilitating communication between staff, faculty, and external partners. The Executive Assistant will also oversee travel arrangements, prepare reports and presentations, assist with budget and expense tracking, and support key projects related to clinical, educational, and fundraising initiatives. Given the urgency of the department, the ideal candidate will quickly adapt to the new Chair's preferences and workstyle, prioritizing accountability and results.


Responsibilities:

• Manage and coordinate the Chair's calendar, appointments, and meetings, ensuring efficient scheduling.
• Screen, prioritize, and direct incoming calls, emails, and visitors with professionalism and confidentiality.
• Plan, execute, and oversee departmental events and offsite engagements, including travel logistics and accommodations.
• Prepare correspondence, reports, agendas, and presentations, and maintain accurate records of meeting minutes.
• Facilitate communication and follow-up on action items, ensuring timely completion.
• Handle procurement, reimbursement, and budget management related to departmental activities.
• Support projects involving regulatory compliance, educational programs, philanthropic efforts, and fundraising.
• Assist with external relationships, including memberships, certifications, and involvement in professional organizations.
• Perform other administrative duties as required, demonstrating flexibility and proactive problem-solving.

Requirements:

• Minimum of 5 years of experience as an executive assistant supporting senior physicians, executives, or departmental leaders.
• Bachelor's degree preferred; high school diploma required.
• Demonstrated proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook) and database applications.
• Excellent verbal and written communication skills.
• Strong interpersonal skills, with the ability to interact effectively with diverse constituencies.
• Exceptional organizational skills and attention to detail.
• Ability to handle sensitive information with discretion and tact.
• Experience coordinating complex travel, event planning, and budget management.
• Knowledge of EPIC or similar clinical systems is highly desirable.
• Prior experience supporting medical or surgical departments is a plus.

Some of the Benefits:

• Competitive salary.
• Comprehensive health benefits, including medical, dental, and vision coverage.
• Generous paid time off: 4 weeks of vacation after 5 years, 3 personal days, 12 sick days, with rollover options.
• Transit and commuter benefits.
• Opportunities for professional growth within a leading clinical and academic environment.
• Supportive and mission-driven work culture emphasizing diversity, integrity, and excellence.

Salary: The posted range is not a guarantee. The actual salary will be based on qualifications, experience, and education and could fall outside of this range. Contact us for more information.
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