Executive Assistant Sr Hlth

Executive Assistant Senior

The Executive Assistant Senior provides high-level, confidential, and complex administrative support to the Chair of the Department of Pediatrics and the Chief Department Administrator. This position serves as a key point of contact for the Chair’s Office and works independently to manage executive priorities, coordinate sensitive communications, support departmental committees and initiatives, and ensure effective administrative operations.

This role requires a high degree of professionalism, discretion, initiative, sound judgment, and the ability to manage multiple competing priorities in a fast-paced academic medicine environment. The Executive Assistant Senior serves as a liaison to faculty, staff, institutional leaders, external partners, and visitors, and is expected to represent the Chair’s Office with tact, diplomacy, and exceptional service.

100% Executive Administrative Support

Under general direction, provide advanced executive-level administrative support to the Chair of the Department of Pediatrics and the Chief Department Administrator. Responsibilities include, but are not limited to, the following:

Executive Calendar and Priority Management

• Manage complex and frequently changing calendars for the Chair and Chief Department Administrator, including the coordination of high-level meetings, institutional commitments, faculty and leadership meetings, and external engagements.
• Independently assess meeting requests, determine urgency and priority, resolve scheduling conflicts, and redirect requests to appropriate individuals when needed.
• Gather and organize background materials, agendas, briefing documents, and other information needed to support effective meeting preparation and follow-up.
• Coordinate appropriate departmental representation for meetings when the Chair or Chief Department Administrator is unable to attend, as appropriate.
• Anticipate scheduling needs and proactively identify issues that may affect priorities, deadlines, or leadership availability.

Communication and Liaison Responsibilities

• Serve as a primary administrative liaison for the Chair’s Office with faculty, staff, senior leaders, administrative offices, visitors, and external stakeholders.
• Respond to inquiries on behalf of the Chair and Chief Department Administrator as appropriate, exercising sound judgment and discretion.
• Route sensitive or complex matters to the appropriate individual or office and ensure timely follow-up.
• Maintain a high level of confidentiality related to faculty, staff, trainee, patient-related, operational, financial, and strategic matters.
• Represent the Chair’s Office in a professional and service-oriented manner in all communications and interactions.

Committee and Meeting Support

• Provide administrative support for departmental committees, leadership meetings, and special work groups as assigned.
• Schedule meetings, prepare agendas, collect and distribute materials, attend meetings to record minutes, and prepare final meeting summaries and action items.
• Track follow-up items and assist with ensuring completion of assigned tasks.
• Gather, organize, and prepare data, reports, and materials needed to support committee work and departmental decision-making.

Faculty Recruitment, Visiting Speakers, and Event Coordination

• Assist with coordination of faculty recruitment activities, visiting professor programs, and invited speaker visits.
• Support search committees through scheduling, itinerary preparation, meeting coordination, and communication with candidates, faculty, and institutional partners.
• Coordinate travel arrangements, lodging, reimbursements, hosting documentation, and related logistics in accordance with University and Michigan Medicine policies.
• Oversee processing of P-Card transactions, special forms, approvals, and signature acquisition for the Chair and Chief Department Administrator.
• Ensure timely and accurate completion of administrative processes related to recruitment, travel, hosting, and visitor activities.

Document Preparation and Information Management

• Prepare, edit, and format correspondence, reports, manuscripts, presentations, spreadsheets, meeting…