Administrative Assistant

The Temporary Admin Assistant will provide high-level administrative and operational support to Co-Chairs and Vice Chairs of the Department of Anesthesiology, ensuring seamless coordination of daily activities. This role requires exceptional professionalism, discretion, and the ability to manage highly sensitive matters with integrity. The ideal candidate must be proactive, detail-oriented, and capable of working independently in a fast-paced environment while anticipating the needs of executive leadership.

Key Responsibilities:

Administrative Support

Manage complex calendars, schedule meetings, and coordinate travel arrangements, ensuring optimal time management for the executives.

Screen and prioritize emails, calls, and correspondence, responding when appropriate on behalf of the executives.

Prepare, proofread, and edit confidential reports, presentations, and communications.

Handle document management, including filing, retrieval, and organization of critical materials.

Meeting & Event Coordination

Plan and coordinate high-level meetings, ensuring agendas, materials, and logistics are prepared in advance.

Attend and take detailed minutes in meetings, tracking action items and following up on deadlines.

Liaise with internal departments and external stakeholders to facilitate communication and collaboration.

Confidentiality & Discretion

Manage and safeguard highly sensitive information, exercising sound judgment in all interactions.

Act as a trusted point of contact between the executives and key stakeholders, maintaining professionalism at all times.

Ensure compliance with company policies, legal standards, and best practices for handling confidential data.

Project Management & Support

Assist with special projects, strategic initiatives, and high-priority assignments as directed.

Conduct research and prepare briefing materials for the executives on key topics.

Maintain an organized workflow by identifying process improvements and ensuring efficiency in administrative tasks.

Qualifications & Skills

Experience: Minimum of 4-5 years of executive assistant or high-level administrative experience, preferably supporting C-suite executives.

Discretion & Trustworthiness: Demonstrated ability to handle confidential and sensitive matters with absolute integrity.

Independence & Initiative: Ability to work autonomously, anticipate needs, and proactively solve problems.

Communication: Strong verbal and written communication skills, with the ability to interact professionally at all levels.

Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant business software.

Organization & Attention to Detail: Exceptional ability to multitask, prioritize tasks, and maintain meticulous records.

Interpersonal Skills: Professional demeanor with excellent relationship-building abilities.

Please note, position will require daily rounding/walking throughout campus to visit departments and meet with faculty and physicians.