Executive Assistant to the Chief of Neurosurgery

GENERAL SUMMARY/ OVERVIEW STATEMENT The Executive Assistant to the Chief of Neurosurgery is a linchpin in the operational and strategic framework of the department. This role demands a proactive, meticulous individual who can navigate complex administrative landscapes and sustain pivotal connections within the hospital and the broader academic community. Matrix reporting to the Chair, Departmental Administrative Director, and the Operations Manager. PRINCIPAL DUTIES AND RESPONSIBILITIES Managing the Chair's intricate calendar, meticulously planning appointments, meetings, and travel arrangements, ensuring all logistical and material preparations are impeccable. Upholding rigorous record-keeping systems, guaranteeing confidentiality and accuracy in all aspects of the Chair's office operations. Administering the Chair's financial transactions, including vigilant monitoring of expenses, reconciliation of accounts, and efficient processing of reimbursements. Orchestrating the logistics for seminars, conferences, and special departmental events, managing all facets from promotional materials to venue coordination and budget oversight. Aiding in the orchestration of departmental meetings, retreats, and events, ensuring each is executed with precision and aligns with departmental objectives. Conducting monthly faculty meetings, diligently preparing agendas, documenting minutes, and facilitating departmental communications. Scrutinizing and refining departmental documents for utmost accuracy and coherence, and handling correspondence with a keen eye for detail. Fostering robust communication channels between the Chief, visiting professors, external partners, and professional peers. Streamlining the Chief's clinical schedule, coordinating appointments, tests, and admissions, in collaboration with the patient services team to ensure exceptional care. Managing the renewal and compliance of medical licenses and certifications with meticulous attention to regulatory standards. Communicating directly with the Chair's principal managers overseeing research, clinical operations, patient services, and hospital administration, ensuring the Chair's obligations are met with excellence. Creating and maintaining comprehensive email distribution lists for the Chair's critical department-wide communications. Preparing detailed travel agendas for the Chair's off-site meetings, ensuring every aspect is planned to facilitate the Chair's engagement and focus. Executing additional duties as necessitated by the department, demonstrating adaptability and a commitment to departmental success. Providing Outlook Calendar support for the Sr. Administrative Director and other duties. Other duties as assigned SKILLS/ABILITIES/COMPETENCIES REQUIRED Superior organizational, communicative, and interpersonal capabilities. An unwavering dedication to maintaining confidentiality and exercising discretion. Proficiency in modern office software and the capacity to quickly adapt to emerging technologies. This role is critical in nurturing the department's relationships within the hospital and medical school, ensuring the Chief of Neurosurgery can effectively fulfill their duties. The Executive Assistant is expected to function with considerable autonomy, aligning decisions with the department's strategic objectives and the Chair's directives. LICENSES, CERTIFICATIONS, and/or REGISTRATIONS (if applicable) EDUCATION: Specify minimum education and clearly indicate if preferred or required A bachelor's degree is preferred, underscoring a robust academic background. EXPERIENCE A minimum of 5 years of experience within a bustling academic medical center setting.