Executive Assistant to Chair Job New York New York USA,Administrative/Clerical

Location: New York

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care.

At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

Position Summary

We have an exciting opportunity to join our team as an Executive Assistant to Chair. In this role, the successful candidate is responsible for providing high level complex daily administrative support for the Chair/Director with heavy scheduling and travel. Monitors email and prioritizes actions for the Chair/Director. Serves as liaison between the Chair/Director and the Executive Director, the Vice Chair of Research, neuroscience faculty, and NYU Langone Health leadership.

The Executive Assistant is also responsible for providing a wide variety of project and administrative support for assigned Neuroscience Institute (NI) labs including administrative support for onboarding of lab personnel, tracking and communications related to NI facilities and operations, event planning, financial processing, and other administrative tasks. Works directly with scientists at all levels, the NI administrative team, and members of the larger NYULH community on various projects to support our research mission.

Exercises independent judgment in the resolution of project and administrative concerns and issues and operates with minimal supervision. Works with executive director, supervisor, and NI managers to identify needs and develop opportunities for independent projects.

Job Responsibilities

Chair support

Complex Administrative Support Coordinates administrative and personal support for the Chair/Director to ensure the completion of tasks; maintains and ensures that services are provided in an effective and efficient manner. Compiles, categorizes, calculates, audits, verifies, or processes information or data. Plans events and meetings, maintains calendar, reads and answers correspondence, interprets administrative and operating policies and procedures for employees, develops documents for presentation or meeting, maintains records of all documentation, files materials electronically, and manages data entry.

Decision Making and Problem Solving Combines and evaluates information and data to make decisions, prioritize items and solve problems. Resolves non-routine situations based on established policies and procedures and refers unresolved issues and questions to the appropriate party. Represents and discreetly advises others on behalf of the Chair/Director.

Scheduling/Coordinating Makes travel arrangements for the Chair/Director; manages calendar; supervises, coordinates and sets up large and complex meetings, conferences and programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Cancels meetings based on knowledge of the subject and attendees. Schedules appointments, meetings and personal appearances and speeches for the Chair/Director. Organizes itineraries as needed. Processes and follows up to ensure timely reimbursement of expenses both internally and externally.

Communications Processes all outgoing communication in the form of email and letters. Recognizes and identifies information to disseminate and provides information to the right people. Provides information, consultation and advice to the Chair/Director, colleagues, and other members of the Department/Institute on policy and technical, systems-related or process-related topics. Prepares and proofreads memos, letters and reports. Prepares correspondence and documents independently and finalizes documents based on others rough drafts, check, ing for accuracy, spelling, grammar, format, tone, etc, based on knowledge/research of relevant topic/professional field to correspondence and documents.

Communicates with persons inside and outside the organization on behalf of the Chair/Director. Ensures that company format policies are followed, especially with respect to external communications.

Administrative/lab support Provide a wide variety of administrative support tasks to assigned faculty, including:

Manage the hiring and onboarding of lab personnel, including postdoctoral fellows, technicians, and volunteers, in conjunction with the faculty member, NI team members with roles in the hiring process, and Human Resources staff.
Communicate required courses and conduct fire and life safety walkthroughs as part of onboarding new hires to the community. Manage security access…