"Executive Assistant Sr Hlth"

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

• Provide Executive-level administrative support to Chief Medical Officer as well as the Office of Clinical Affairs.
• Maintain complex executive calendars and schedule meetings: Provide complex calendar management. This includes the ability to organize complicated and challenging schedules in coordination with other executive administrative teams, respond to frequent schedule changes, screen the purpose of meeting requests, set priorities, and escalate high-priority items when there is a conflict, and obtain meeting logistics and other information as required.
• Travel Arrangements: Execute complex travel arrangements (domestic and international) using Emburse, including preparing itineraries, agenda packets, and other travel arrangements.
• Meeting Coordination: Arrange meetings for OCA Leadership, often including multiple participants with complex schedules. Coordinate committee activities and logistics (booking conference rooms, arranging virtual meetings), coordinate schedules for visitors, coordinating hosting, support and coordinate meeting materials, including creation of agendas, presentations, briefings, and itineraries, and supporting the IT and other operational needs as required for collaboration across AMC and Regional partners. Attend meetings as needed to provide support and/or take minutes when appropriate: (i.e., Faculty, Recruitment, Annual Review, Executive Committee, OCA Chief's meetings, etc.)
• Work Flow Support: Support schedule optimization, organization of meeting-prep and post-meeting notes, and following up on action items.
• Special Projects: Coordinate meetings and provide logistical support for specialized OCA projects such as strategic planning, executive recruitment activities, and conferences. Maintain project files and action item lists.
• Financial Reconciliation: Process reimbursements and prepare expense reports for leadership P-card or out-of-pocket expenses. Assist in managing the OCA budget along with the Strategic Advisor to the CMO.
• Day-to-day operations: Demonstrate initiative, independent judgment, diplomacy, follow-through, and a service-oriented attitude to provide general administrative support to the Office of Clinical Affairs leadership.  This includes excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion, greeting visitors, and solving problems. Participate in team meetings, assist other team members, and provide cross coverage for other administrative positions as needed.
• Prepare confidential materials: Prepare correspondence, memoranda, and reports.
• Professionalism: Provide a high level of administrative support. Maintain confidential email accounts and triage email inquiries, and correspondence on behalf of the CMO. Edit and proofread agendas and memos. Oversee and manage email distribution lists for different groups. Exercise independent judgment, anticipate needs, and ensure seamless operations.

Required Qualifications

• Bachelor's degree or an equivalent combination of education and experience.
• Five years of progressively responsible administrative support experience.
• Diplomacy and demonstrated professionalism as a supporting member of a collaborative and high-functioning leadership team.
• Excellent interpersonal, written, and verbal language skills with the ability to represent the Office of Clinical Affairs to a broad range of constituents.
• Ability to exercise good judgment in handling complex, confidential matters.
• Proven experience working with multiple stakeholders at all levels.
• Ability to work effectively with diverse workstyles and with individuals from diverse backgrounds.
• Strong attention to detail, accuracy, timeliness, and sound organizational skills.
• The ability to work independently as well as in diverse teams.
• Excellent computer skills with a strong working knowledge of Microsoft Office Suite and Google collaboration tools.
• Working knowledge of Zoom and/or other video conferencing tools.
• Outstanding customer service.

Preferred Qualifications

• Working knowledge of applicable University policies and procedures.
• Experience supporting executive level leaders in a complex organizational structure.
• Familiarity with the culture of an Academic Medical Center, reporting structure, and decision-making.
• Competency using M-Pathways or equivalent (i.e., PeopleSoft).
• Experience using the Emburse Travel and Expense system.