Executive Assistant to Chair, Department of Psychiatry; onsite

Position Summary

We have an exciting opportunity to join our team as an Executive Assistant to the Chair, Department of Psychiatry. This full‑time position provides complex daily administrative support to the Chair, coordinating and managing administrative procedures and functions, maintaining schedule and travel arrangements, scheduling patient appointments, checking patients in and out, preparing reports and presentations, overseeing special projects, and performing related duties in the Chair’s office.

• Provides complex daily administrative support to the Chair, ensuring completion of tasks while maintaining and improving administrative workflow and ensuring services are provided effectively and efficiently.
• Manages the Chair’s calendar, including meetings, patient appointments, travel arrangements, conferences, seminars, and lectures.
• Supervises, coordinates, and sets up large and complex meetings, conferences, and programs. Makes complex scheduling arrangements involving multiple parties and conferences with minimum direction. Organizes interview schedules, travel logistics, and itineraries for prospective faculty recruits. Processes reimbursement of related expenses.
• Coordinates, prepares agenda, and takes minutes for monthly Executive Advisory Committee meetings. Prepares reimbursement forms, verifies Purchasing Card transactions and other expenses for the Chair, and tracks receipts.
• Serves as backup to the Administrative Coordinator for the Vice Chair for Research and Vice Chair for Faculty Development and Mentoring.
• Represents and discreetly advises others on behalf of the Chair. Reads and answers correspondence, recognizes information that can be disseminated, and determines appropriate audiences.
• Answers phones, provides information, and processes messages for the Chair. Meets and greets guests in the Chair’s office and communicates professionally and tactfully with people inside and outside the organization.
• Prepares and proofreads correspondence such as letters, memos, reports, emails, and announcements independently from drafts, corrected copies, voice recordings, dictation or previous versions on behalf of the Chair. Ensures company format policies are followed and recommends revisions.
• Researches, compiles, and analyzes information for reports and presentations. Prepares reports, documents, and presentations for meetings and town halls as needed.
• Ensures documents that require Chair approval/signature are tracked, reviewed, and returned promptly. Coordinates and tracks signatory approvals for Offer Letters, Contract Renewals, and Change of Responsibilities letters. Files and retrieves documents, maintains records, and reports as needed. Maintains the filing and correspondence system for the Chair’s office.
• Combines and evaluates information and data to make decisions about relative importance and chooses the best solution to resolve problems.
• Resolves non‑routine situations based on established policies and procedures and refers unsolved issues and questions to the appropriate party.
• Performs other duties and special projects as assigned.

• Bachelor’s Degree in a related field.
• Minimum of 5 years progressively administrative experience or an equivalent combination of education and experience.
• Effective oral and written communication skills, including grammar, spelling, punctuation, tact, diplomacy, and interpersonal skills.
• Strong time‑management skills and ability to work well under pressure.
• Proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint, Outlook) and familiarity with Internet applications.
• Good organizational skills with the ability to handle multiple projects simultaneously, prioritize effectively, and pay attention to detail.
• Ability to multitask and project‑manage.
• Active listening, judgment, and decision‑making skills.
• Ability to interact effectively with all levels of management and to communicate with both internal and external customers.
• Team‑player attitude and willingness to back up others.
• Knowledge of modern office standard practices and procedures.

Qualified candidates must be able to effectively communicate with…