Executive Assistant - Hospital Medicine

About the role

The Executive Assistant for Hospital Medicine serves as a trusted strategic partner to the Department Chair, Deputy Chair, and Department Administrator, providing high-level administrative, operational, and project coordination support in a fast-paced academic healthcare environment. This role requires exceptional professionalism, discretion, sound judgment, and the ability to independently manage multiple priorities while supporting executive leadership, faculty, and departmental initiatives.

Responsibilities

• Provide comprehensive administrative support to the Department Chair and department leadership, including the Deputy Chair, Clinical Operations Director, and Department Administrator.
• Cook up routine meetings and administrative activities led by the Department Chair.
• Initiate, organize, compile, prepare, and process internal and external correspondence, spreadsheets, agendas, reports, and presentations.
• Draft memos and prepare communications on the Chair's behalf.
• Schedule, prioritize, and maintain calendars, travel itineraries, meetings, conferences, seminar attendance, and coordinate related arrangements.
• Initiate meeting notifications, postponements, cancellations, and reminders for meetings led by or involving the Department Chair.
• Exhibit flexibility when necessary.
• Complete and disseminate leave requests and other routine institutional forms on behalf of the Chair and assigned faculty.
• Create slides and graphs for presentations or publications using appropriate software and accurate information, making revisions as needed and coordinating with Graphics for final processing.
• Aid in the coordination, initiation, submission, and processing of faculty human resources-related activities, including recruitment, mid-tenure reviews, promotions and tenure, annual faculty appraisals, and related processes.
• Support faculty recruitment efforts and committee review requirements.
• Communicate directly with faculty candidates and coordinate all aspects of candidate visits, including travel arrangements, hotel accommodations, itineraries, presentations, and meeting schedules.
• Arrange and coordinate guest lecturers, including travel accommodations, honoraria, and reimbursements for events hosted by the Department Chair, including Internal Medicine Grand Rounds.
• Prepare and submit reimbursements, check requests, and Internal Department Transfers (IDTs) for the Chair and assigned faculty.
• Initiate, retrieve, reconcile, verify, and maintain expenditure reports and account charge records in accordance with internal audit policies for the Chair and assigned faculty.
• Establish Purchase Order (PO) accounts as needed and track activity through completion and closure.
• Cook up Acting Department Chair coverage with senior department faculty during the Chair's absence.
• Triage patient, referring physician, and clinical-related calls to ensure accurate and timely resolution.

Department Administrative Support

• Assist administrative leadership with special projects and departmental events.
• Organize faculty recruitment meetings and coordinate recruitment itineraries, including candidate travel, interviews, seminars, presentations, and expense reimbursements.
• Cook up special functions and events, including on-site and off-site departmental activities, employee recognition programs, facility reservations, catering, and event logistics.
• Cook up the new employee onboarding process and welcome packet distribution in collaboration with the Office Manager.
• Afford the development, documentation, and maintenance of departmental processes, procedures, and operational manuals.
• Effectively utilize Microsoft Office Suite, institutional systems, and other related software platforms to support departmental operations.

Project Coordination

• Assist the Department Chair and departmental leadership with the development and implementation of new initiatives and projects.
• Apply independent judgment and analytical skills to gather information, evaluate situations, and determine appropriate solutions based on experience and departmental practices.
• Cook up and actively participate in special projects and strategic initiatives.

Other Duties As Assigned

• Perform additional responsibilities and special projects as assigned to support departmental and institutional objectives.