Executive Assistant : Urology

Overview
We are seeking a skilled Executive Assistant to provide high-level administrative and organizational support to the Chief of the Urology Department and the Executive Administrative Director. This role may also involve overseeing a small team of junior Executive Assistants.
Key Responsibilities
Calendar Management

• Manage the Executive's calendar, ensuring efficient time management and prioritization of conflicting demands based on the Executive's needs and preferences.
• Balance and organize daily, weekly, and monthly commitments.
• Quickly adjust schedules in response to Hospital operations and the Executive's responsibilities.
• Plan and execute logistical and administrative details for meetings, interviews, seminars, conferences, and special events.
• Prepare and distribute agendas, minutes, presentations, and other materials for meetings, and take minutes when requested
• Anticipate and arrange logistical and technological needs for seamless in-person, hybrid, and virtual meetings.
• Organize external travel and create accurate itineraries.
• Maintain department recordkeeping systems, including sensitive administrative and financial data.
• Oversee the input of information into databases and spreadsheets, monitor data accuracy, and compile periodic reports as needed.
• Evaluate and recommend upgrades to systems to improve efficiency.
• Monitor and reconcile budget reports, investigating and resolving discrepancies independently.
• Collect and organize information for departmental administration, supporting the preparation of annual budgets, grant applications, and complex reports.
• Compile and analyze data from various sources, preparing spreadsheets and reports for supervisory review.
• Organize and supervise the provision of secretarial, clerical, and administrative support services.
• Plan work schedules to ensure adequate coverage for essential administrative functions.
• Ensure work aligns with established hospital and departmental policies, recommending improvements to internal systems for effective operations.
• Assist in the development and implementation of departmental administrative policies and procedures.
• Act as a liaison with support service departments to coordinate necessary services, maintaining a positive customer service approach.
• Draft emails, edit correspondence, prepare presentations, and manage other communications with professionalism and clarity.
• Create and maintain organized files and records, ensuring efficient retrieval of information.
• Interface with vendors and support the Executive's business relationships with external parties, including overseeing contract administration as needed.
• Complete other assigned projects as necessary.

Qualifications
Education
- Required: Bachelor's Degree or equivalent experience.
Experience
- Required: Minimum of 3 years of administrative experience supporting an executive/leader in a complex, fast-paced environment.
- Preferred: Minimum of 5 years of relevant experience.
Knowledge, Skills, and Abilities

• Exceptional presentation, interpersonal, and communication skills.
• Strong analytical abilities to resolve complex problems.
• Ability to work independently and manage multiple tasks under pressure.
• Effective communication skills, with empathy in challenging situations.
• Strong project management and prioritization capabilities.
• Experience working with diverse stakeholders, from front-line staff to senior executives.
• Proficiency in key administrative systems, including Microsoft Office and PeopleSoft.
• Initiative and ability to work collaboratively or independently.
• Capability to meet deadlines in a dynamic environment.