Executive Assistant to Chair, Department of Psychiatry (100% onsite)

Position Summary

The Department of Psychiatry at NYU Grossman School of Medicine is seeking a full-time Executive Assistant to the Chair. This role involves providing complex daily administrative support to the Chair, managing the Chair's calendar, coordinating meetings, and overseeing special projects.

Job Responsibilities

• Provides complex daily administrative support to the Chair, ensuring tasks are completed efficiently and processes are improved.
• Maintains and coordinates the Chair's calendar, including meetings, patient appointments, travel arrangements, conferences, seminars, and lectures.
• Schedules and coordinates large and complex meetings, conferences, and programs.
• Organizes interview schedules, travel logistics, and itineraries for prospective faculty recruits.
• Processes reimbursement of related expenses and prepares reimbursement forms.
• Coordinates, prepares agendas, and takes minutes for monthly Executive Advisory Committee meetings.
• Prepares reports, documents, and presentations for meetings and town halls as needed.
• Ensures documents requiring Chair approval/signature are tracked, reviewed, and returned promptly.
• Coordinates and tracks signatory approvals for Offer Letters, Contract Renewals, and Change of Responsibilities letters.
• Fills and retrieves documents, maintains records of all documentation, and reports.
• Combines and evaluates information to make decisions about important information and chooses the best solutions to problems.
• Solves non-routine situations based on established policies and procedures, and refers unresolved issues to the appropriate party.
• Performs other duties and special projects as assigned.

Minimum Qualifications

• A Bachelor's Degree in a related field is required.
• Minimum of 5 years of progressively administrative experience or an equivalent combination of education and experience.
• Effective oral, written skills including knowledge of grammar, spelling, and punctuation, tact, diplomacy, and interpersonal skills.
• Time management skills and ability to work well under pressure.
• Maintain a professional and positive attitude while effectively meeting deadlines.
• Proficiency in using various Microsoft Office applications such as Word, Excel, Access, Powerpoint, and Outlook.
• Familiarity with Internet applications.
• Good organizational skills, with the ability to handle 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 communicate with both internal and external customers.
• Ability to work as part of a team and willing 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.

Benefits and Wellness Package

NYU Grossman School of Medicine offers a comprehensive benefits and wellness package designed to enhance the overall quality of life for employees and their families. This includes financial security benefits, a generous time-off program, employee resources groups for peer support, and access to a holistic employee wellness program focusing on physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow employees to focus on what truly matters.

About the School

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, the school has trained thousands of physicians and scientists who have helped shape the course of medical history and enriched the lives of countless people. As an integral part of NYU Langone Health, the Grossman School of Medicine is committed to improving the human condition through medical education, scientific research, and direct patient care. The school is dedicated to equity and inclusion, embracing diversity and individual skills, ideas, and knowledge.