Administrative Skills, Calendar Management, Communication Skills, County Ordinances, Detail Oriented, Documentation, Establish Priorities, Executive Assistant Skills , Expense Reports, Faculty Administration, Healthcare, Leadership, Logistics, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Operations, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Reconciliation, Record Keeping, Schedule Development, State Laws and Regulations, Time Management, Travel Planning, Writing Skills
Executive Assistant to the Chair, Medical Department
Location: New Haven, CT
Schedule: Monday - Friday, 8:00 AM - 4:30 PM, with flexibility to start earlier or stay later as business needs require
Compensation: $31.00 - $32.00 per hour
Position Summary
We are seeking a highly organized, professional, and discreet Executive Assistant to provide comprehensive administrative and executive support to the Chair of a busy Medical Department. This role supports a high-volume executive office and serves as a key partner in managing complex scheduling, departmental priorities, and daily operations. The ideal candidate exercises exceptional judgment, maintains confidentiality at all times, and thrives in a fast-paced healthcare environment with competing priorities.
Top Skills for Success
- Discretion and Confidentiality - Ability to handle sensitive information with the highest level of professionalism.
- Strong Judgment and Decision-Making Skills - Ability to anticipate needs, prioritize effectively, and make sound decisions independently.
- Exceptional Organizational Skills - Proven ability to manage multiple priorities, deadlines, and changing demands in a high-volume environment.
Key Responsibilities
- Provide high-level executive support to the Department Chair.
- Manage a complex and dynamic calendar, coordinating meetings, appointments, events, and travel arrangements.
- Proactively identify scheduling conflicts and independently resolve issues through effective rescheduling and prioritization.
- Coordinate meetings with internal and external stakeholders, including physicians, faculty, administrators, and leadership.
- Process and reconcile expense reports accurately and in a timely manner.
- Screen and prioritize communications, correspondence, and requests for the Chair's attention.
- Prepare meeting materials, agendas, presentations, and supporting documentation as needed.
- Maintain confidential records and information with discretion and professionalism.
- Monitor deadlines, follow up on action items, and ensure timely completion of deliverables.
- Serve as a liaison between the Chair's office and department constituents, fostering positive relationships and effective communication.
- Support special projects and departmental initiatives as assigned.
Qualifications
- Minimum of 3-5 years of executive administrative support experience, preferably supporting senior leadership in a healthcare, academic, or medical environment.
- Demonstrated experience managing complex executive calendars in a high-volume setting.
- Experience processing expense reports and coordinating logistics for meetings and events.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to maintain accuracy under pressure.
- Ability to work independently while managing multiple priorities and changing demands.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.