Executive Assistant

Executive Assistant (JN - New Haven, Connecticut

Salary: USD 31 - USD 32 per hour

Location: New Haven, CT
Schedule: Monday – Friday, 8:00 AM – 4:30 PM, with flexibility to start earlier or stay later as business needs require
Compensation: $31.00 - $32.00 per hour

We are seeking a highly organized, professional, and discreet Executive Assistant to provide comprehensive administrative and executive support to the Chair of a busy Medical Department. This role supports a high-volume executive office and serves as a key partner in managing complex scheduling, departmental priorities, and daily operations. The ideal candidate exercises exceptional judgment, maintains confidentiality at all times, and thrives in a fast-paced healthcare environment with competing priorities.

• Discretion and Confidentiality – Ability to handle sensitive information with the highest level of professionalism.
• Strong Judgment and Decision-Making Skills – Ability to anticipate needs, prioritize effectively, and make sound decisions independently.
• Exceptional Organizational Skills – Proven ability to manage multiple priorities, deadlines, and changing demands in a high-volume environment.

• Provide high-level executive support to the Department Chair.
• Manage a complex and dynamic calendar, coordinating meetings, appointments, events, and travel arrangements.
• Proactively identify scheduling conflicts and independently resolve issues through effective rescheduling and prioritization.
• Coordinate meetings with internal and external stakeholders, including physicians, faculty, administrators, and leadership.
• Process and reconcile expense reports accurately and in a timely manner.
• Screen and prioritize communications, correspondence, and requests for the Chair’s attention.
• Prepare meeting materials, agendas, presentations, and supporting documentation as needed.
• Maintain confidential records and information with discretion and professionalism.
• Monitor deadlines, follow up on action items, and ensure timely completion of deliverables.
• Serve as a liaison between the Chair’s office and department constituents, fostering positive relationships and effective communication.
• Support special projects and departmental initiatives as assigned.

• Minimum of 3-5 years of executive administrative support experience, preferably supporting senior leadership in a healthcare, academic, or medical environment.
• Demonstrated experience managing complex executive calendars in a high-volume setting.
• Experience processing expense reports and coordinating logistics for meetings and events.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain accuracy under pressure.
• Ability to work independently while managing multiple priorities and changing demands.