Executive Assistant III

Description :

Department of Medicine Executive Assistant Job Description

The Executive Assistant provides executive level support to the Chief, Division of Medicine (BMC) / Chairman, Dept of Medicine (BUSM) / President of Evans Medical Foundation and coordinates the administrative functions of the Department of Medicine.

This position will also provide administrative support to the Vice Chair of Finance and Administration and the Vice Chair of Clinical Operations and other executive leadership as needed.

Typical responsibilities will include managing travel arrangements; coordinating schedules and meetings; coordinating executive correspondence and communications internally and externally; management of department conference rooms and office functions; planning meetings and events; processing reimbursement requests; providing support for presentations and meetings; and administrative support for department-wide initiatives and events.

The Executive Assistant will aid in new hire efforts by reviewing offer letters, aiding in the faculty appointments & promotions process, maintaining faculty files with relevant HR documentation, and tracking new hires and terminations for all faculty in the Department of Medicine (DOM).

The executive assistant will be responsible for collating and presenting faculty, staff, and department statistical data.

This position will be responsible for additional special projects which will be assigned based on the department need.

Essential Functions

60%

Calendar Management :

• Schedule meetings and calls; tracks responses; coordinates audio-visual and technology requirements, orders catering services, etc., as needed.
• Prepares information packages for meetings, and distributes. Takes and prepares minutes of meetings, as required. Ensures that minutes and other written documents are accurate and professional.
• Schedules travel
• Track of correspondences
• Track professional licenses, memberships, etc.
• Manage conference room booking for department conference rooms

30%

Provide general office administration / management responsibilities :

10%