Executive Administrative Assistant

The Executive Administrative Assistant to the Chair of Medicine provides high level support to the Chair of Medicine and the day-to-day operations of the John W. Deming Department of Medicine Administrative office. Responsibilities include maintaining the Chair's schedule, managing departmental calendars, answering phones and departmental helpdesk emails, organizing travel arrangements, reimbursements, departmental ordering, preparation of correspondence, composing and distributing faculty meeting agendas and minutes, coordinating internal and external meetings, coordinating faculty recruitment and interviews, assisting with credentialing and faculty appointments, organizing events, and assisting the department with digital record-keeping. This individual will display high standards of professional presence and confidentiality and must possess the ability to communicate effectively with all levels of the academic and professional environment.•High proficiency in use of Zoom, Box, Microsoft 365 Office Suite including Outlook, Teams, Word, PowerPoint, Excel, and SharePoint•Ability to respond diplomatically, professionally, and courteously with individuals at all levels within the organization

•Ability to work independently to accomplish tasks

•Ability to set up audio-visual displays and teleconferencing technology for meetings and presentations

•Ability to work occasional evenings and weekends (as needed)

•Solid analytical skills•Attention to detail

•Excellent organizational skills

•Excellent interpersonal skills

•Customer service skills

•Ability to multi-task and prioritize work assignments to meet established deadlines

•Excellent oral and written communication skills

•Willingness to accept responsibility for tasks beyond scope of job description if required to meet Department's global mission and needs

•Ability to maintain confidentially in all work performed

•Adaptability and willingness to learn new skills

•High School Diploma or equivalent•Three years of experience supporting executives

•Experience using a variety of office technology products- computers, software programs, copiers, scanners, phones, audio-visual technology, etc.

•Bachelor's Degree•3-5 relevant years of executive administrative support experience.

•Project management experience.

•More than five years directly related experience.

•Working knowledge of medical education processes, as well as medical terminology.