Executive Assistant I-Neurosurgery

Responsibilities include overall support to a Vice-President or Chairman as related to day-to-day operations of the department or office. Coordinates the administrative activities for the clinical, administrative, and academic department or departments for which the VP or Chair is responsible.

• Responsible for maintaining administrative calendar for the Chair of Neurosurgery including but not limited to scheduling meetings and balancing administrative duties with clinical duties

• Works closely with clinical support staff to ensure the Chair’s calendar does not have conflicting appointments 

• Must develop a close relationship with executive and administrative assistants throughout the institution to aid in completing scheduling needs

• Will assist with coordinating business related travel including booking travel to the business-related event (conference, meeting, presentation, etc.), booking appropriate hotel accommodations, coordinating car service to/from airport or train station as needed, and coordinating meeting schedule at event itself

• Responsible for submission of all expense reimbursement for the Chair of Neurosurgery including but not limited to travel related expenses, car service to other Health System sites, meal reimbursement for meetings or business dinners, etc. 

• Works with management to create itineraries for visiting professors, potential recruits, or other business-related visits. This will require coordination of many key stakeholder’s calendars for the visit and ensuring the visitor completes the planned agenda

• Responsible for coordination of the yearly department holiday event including coordination with any philanthropy donors that are sponsoring the event, booking the venue, coordinating catering and choosing a menu, ensuring timely payment of services through Accounts Payable, working with management to create a guest list and send out invitations, and serving as a coordinator the day of the event to ensure it runs smoothly 

• Partners with management to submit monthly AMEX reconciliation report including collecting appropriate back up documentation to upload into the report

• Must maintain very strict confidentiality 

• May mentors, train and/or conduct orientation for new office support staff 

• Ensures adequate restock of supplies for the Chair’s suite. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors contracts and renews as needed.

• Screens and prioritizes incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).

• Screens telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution.

• Performs other related duties.

• Coordinate scheduling and reservations for executive conference rooms, ensuring meeting spaces are reserved and prepared for leadership meetings. 

• Manage complex calendars for the Vice Chair and Senior Directors of Administration, coordinating meetings, resolving scheduling conflicts, and prioritizing appointments.

• Manage complex calendars for the Vice Chair and Senior Directors of Administration, coordinating meetings, resolving scheduling conflicts, and prioritizing appointments.

• Bachelor's degree or equivalent combination of experience and education
• 5 years related administrative or business experience