Assistant, Executive Administrative

The Executive Administrative Assistant provides high-level administrative support to the Designated Institutional Official (DIO) and Chief Medical Education Officer (CMEO) working professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal staff and departments as well as outside community partners and stakeholders. The EAA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive.

The EAA must be organized, professional, respectful and eager to learn in a fast-paced environment with a variety of responsibilities and deliverables. This position will be responsible for organizing and coordinating both professional and personal appointments, to ensure a streamlined process to avoid meeting overlaps and conflicts.

This position will support their executive(s) and will report to the Deputy Chief of Staff

While living and demonstrating our Core Values, the Executive Administrative Assistant to the DIO & CMEO
will:

• Work directly with the DIO and CMEO to support all aspects of their daily work routine, as well as manage and prioritize their emails, meetings, responsibilities and schedule.
• Work with direct reports of executives to ensure deliverables are met in a timely manner
• Coordinate higher-level projects and enhancements within the departments they support including the management of specific projects for the executive(s).
• Establish a seamless communication link between the Office of the DIO & CMEO, and internal departments, showcasing leadership skills to uphold credibility, trust, and to garner support from the executive management team
• Work closely with other Executive Assistants to coordinate schedules and projects.
• Redirect meetings to other Senior and Executive Staff Members as necessary.
• Prepare and coordinate detailed travel, accommodations, and meeting agenda/itineraries on behalf of executives
• Keep track of and coordinate personal events to avoid conflicts with business calendar.
• Prepare communications, including official correspondence, reports and PowerPoint presentations for executive, other executives and the organization as needed.
• Prepare, reconcile, and submit credit card expenses, expense reports and Accounts Payable invoices.
• Make copies, take exact minutes, and compose agendas for various meetings as needed.
• Act as the DIO & CMEO’s representative in dealing with outside community partners and other third parties that interact with the organization.
• Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications, on behalf of DIO and CMEO, and at times other Executives.
• Ensure all phone calls and emails are answered and/or redirected accordingly in a professional manner
• Use discretion and independent judgment in connection with performing duties and responsibilities, including with respect to matter of significance consistent with the authority delegated by the DIO & CMEO.
• GME project coordinator using Smartsheets software as a superuser
• Assist in planning Graduation and other GME hosted events
• Assist in community –focused events as necessary.
• Provide front desk coverage for Receptionist break/lunches with administrative assistant rotating support with expectation to cover at least one time per week.
• Be professional and courteous at all times; greet visitors and guests in a professional, friendly, and hospitable manner.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed
• Be an ambassador for the mission of the organization