Senior Admin Assistant

Major/Essential Functions

• Manage and help maintain meetings, calls, and commitments for department leadership.
• Coordinate internal/external meetings, speaking engagements, and clinic coverage.
• Maintain updated calendar blocks for travel, holidays, family commitments, school breaks, remote work periods, conferences, and post-call days.
• Monitor LISD calendar and add school holidays, first/last school days, student events, & recurring family obligations.
• Ensure all urgent meetings are escalated immediately.
• Protect executive time; prevent scheduling conflicts across all academic, clinical, and administrative responsibilities.
• Maintain Chair's private patient schedule.
• Ensure Friday schedule rotation is accurate and vetted with the Chair annually.
• Maintain shared folders, agendas, summaries, notes, and attendance logs.
• Track action items and follow up monthly.
• Prepare meeting materials and distribute at least 48 hours in advance.
• Maintain documentation for executive meetings and reporting cycles.
• Coordinate logistics, rooms, Zoom links, refreshments, and printing.
• Create agendas, minutes, and PowerPoints.
• Track action items and follow up.
• Maintain organized archival folders in Box.
• Ensure Friday academic meeting rotation is maintained and updated each year. Annually, ready for review by the Chair promptly.
• Draft executive correspondence, announcements, and letters.
• Maintain confidential personnel, strategy, and operational files.
• Manage sensitive communications and executive-level coordination.
• Support high-visibility meetings, donor relations activities, and site visits.
• Maintain updated faculty credential files, CVs, contracts, evaluations, and documentation.
• Assist with provider enrollment and credentialing updates.
• Ensure proper scheduling workflows for LCJJC and RHC are on the Chair’s calendar and match the clinic schedule (clinic will schedule and work with families on communication)
• Coordinate faculty schedules to avoid conflicts with call/post-call, leave, or academic duties.
• Order graduation books monthly per departmental tradition.
• Coordinate award submissions, conference nominations, and event planning.
• Assist programs with academic coordination tasks.
• Coordinate all executive travel, including flights, lodging, rental cars, itineraries, conference registration, and event details.
• Add all travel details to the calendar, including confirmation numbers and travel blocks.
• Compile and submit complete travel packets timely and accurately to the Travel Coordinator.
• Upload associated itineraries, receipts, and documentation to digital folders.
• Confirm logistics with event and institutional representatives when needed.
• Prepare briefing documents for travel (agenda, bios, speaking notes, slide decks).
• Handles confidential or sensitive information.

• 5+ years experience working with senior leadership or executive-level staff

• Other duties as assigned.

• Health Plans + Supplemental Coverage Options – Individual health insurance provided at no cost for full-time team members
• Paid Time Off – Including holidays, vacation, sick leave and more
• Retirement Plans
• Wellness Programs
• Certified Mother-Friendly Workplace