Executive Assistant to Chair

Position Summary

An exciting opportunity to join our team as an Executive Assistant to the Chair. The Executive Assistant will provide high-level administrative and strategic support to the Chair, ensuring seamless coordination of daily operations, complex scheduling, communication, and project management. The successful candidate will act as the primary point of contact for internal and external stakeholders, manage confidential matters with discretion, and proactively anticipate the Chair’s needs to optimize effectiveness and efficiency.

This role requires exceptional organizational skills, attention to detail, and the ability to multitask at an executive level. A welcoming and professional demeanor, problem‑solving mindset, and commitment to excellence are essential.

• Manage and maintain the Chair’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Prepare agendas, briefings, reports, and documents ahead of meetings. Organize departmental meetings, issue invitations, prepare minutes, facilitate presentations and catering, and ensure action items are followed up. Handle office correspondence, including emails and phone calls, on behalf of the Chair when needed.
• Act as the primary point of contact between the Chair and internal/external stakeholders, managing communications and ensuring critical information flows efficiently. Draft, edit, and format correspondence and other materials with a high degree of professionalism, ensuring correct spelling, grammar, and formatting. Prepare and proofread memos and reports independently, addressing inquiries and resolving issues promptly, escalating urgent matters as needed.
• Track ongoing initiatives, projects, and deliverables for the Chair, ensuring deadlines are met and priorities are clearly communicated. Assist with high‑level projects and initiatives, conduct research, and prepare summaries as required. Simplify and streamline workflows for the Chair so that time is used effectively.
• Coordinate complex travel details, including flight arrangements, hotel bookings, ground transportation, and itineraries for the Chair and invited guests. Assist in planning and executing high‑profile events, conferences, and business functions attended or hosted by the Chair.
• Handle sensitive and confidential information with the utmost discretion and professionalism. Ensure compliance with organizational policies, governance standards, and legal requirements in all communications and transactions.
• Maintain a well‑organized and efficient office for the Chair, keeping files, documents, and records current and accessible. Analyze practices and procedures to improve workflow and efficiency, providing a high level of customer service. Build and manage relationships with key colleagues, partners, and collaborators on behalf of the Chair.

Bachelor’s degree in a related field is required. Minimum of 5 years in an executive support role, preferably in an academic, corporate, nonprofit or government setting, or an equivalent combination of education and experience. Experience working with senior leadership and managing complex schedules and projects. Exceptional written and verbal communication skills. Strong organizational and multitasking ability, with acute attention to detail.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software. Proven problem‑solving skills and ability to manage competing priorities under tight deadlines.

• High level of professionalism and discretion.
• Strong interpersonal skills and ability to build productive working relationships.
• Proactive and resourceful, with a solutions‑oriented mindset.
• Flexible and adaptable to changing priorities and schedules.
• Able to work independently, as well as collaboratively within cross‑functional teams.

NYU Grossman School of Medicine offers a comprehensive benefits and wellness package designed to support staff at every stage of life. Benefits include financial security programs, a generous time‑off program, employee resource groups, and…