Executive Assistant to Chairman

About the Role

The Department of Orthopaedic Surgery & Rehabilitation Medicine at SUNY Downstate is seeking a full-time TH Senior Staff Assistant / Executive Assistant. The successful candidate will report directly to the Department of Orthopaedic Surgery & Rehabilitation Medicine Chairman and Executive Administrator, working for both SUNY Downstate Health Sciences University and hospital system (Downstate), as well as for the University Physicians of Brooklyn (UPB) medical group.

Responsibilities

• Proactively organize and manage the dynamic and evolving office environment of the Department of Orthopaedic Surgery & Rehabilitation Medicine Chairman's Office.
• Maintain appropriate discretion and confidentiality in all work, with a keen awareness and respect for the sensitive nature of this role's work and involvement.
• Continually assist in building the professional reputation and operational efficiency of the department.
• Coordinate and facilitate the flow of information between the Chairman's office, department heads, and executive leaders.
• Manage complex calendar coordination, including prioritizing meetings, resolving scheduling conflicts, and ensuring the Chairman is well-prepared for all engagements.
• Answer the phone and take messages for the Chairman, prioritizing and escalating communications as necessary.
• Manage the Chairman's schedule and others in the department as may be needed through a variety of platforms and communication means, as necessary and appropriate to facilitate the efficient operations of the department.
• Coordinate activities related to recruitment of physician faculty, fellows, and residents.
• Oversee and maintain electronic databases (e.g., ACGME, NRMP, ERAS, New Innovations, and other GME databases) as needed.
• Coordinate and facilitate ACGME site visit preparation activities.
• Assist in all aspects of the department's Continual Medical Education (CME) activities and Grand Rounds.
• Coordinate the department's time and attendance procedures.
• Maintain internal systems for tracking departmental projects, deadlines, and communications.
• Create reports and communications as directed and needed by the Chairman and Executive Administrator.
• Design systems to ensure appropriate preparation and timely distribution of reports and written communication for the department.
• Schedule and coordinate meetings, including space and channel planning, food ordering, meeting reminders, agenda planning, note taking, and follow-up implementation.
• Perform other work as assigned.
• Model the WE CARE values of the institution.

Required Qualifications

• Bachelor's Degree from an accredited institution.
• 3 to 5 years of experience providing senior-level administrative support in a complex, fast-paced environment.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Exceptional verbal, written, and interpersonal communication skills.
• Demonstrated ability to handle multiple priorities under pressure with professionalism and sound judgment.
• Proven experience in complex calendar management, travel coordination, and meeting logistics.
• High level of confidentiality and discretion.
• Or, an acceptable satisfactory equivalency of experience, education and training to the above.

Preferred Qualifications

• Experience supporting executive leadership in academic medicine, healthcare, or higher education.
• Familiarity with EHR systems and academic/clinical terminology.
• Working knowledge of medical board credentialing, licensing, or regulatory compliance processes.
• Strong problem-solving skills, with the ability to anticipate needs and adapt to evolving priorities.