NYU School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU 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 School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. For more information, go to med.nyu.edu, and interact with us on Facebook, Twitter and Instagram.
Position Summary: We have an exciting opportunity to join our team as an Executive Assistant, based in Manhattan.
In this role, the successful candidate provides staff support to the senior executive. Facilitates the flow of communications to and from the Office of the senior executive. Plans and executes various assignments and special projects designed to facilitate the performance of the Office and/or the overall operations of the organization.
CALENDAR MANAGEMENT and LEADERSHIP SUPPORT SERVICES. Schedules meetings, makes travel arrangements and organizes daily calendars. Provides support services to the Office to facilitate the efficient functioning of the Department and the efficiency of the School of Medicine in general. Favorably represents the Office during contact with staff, patients, and visitors, as well as individuals and organizations outside of the School of Medicine. Consults with the Manager of the Office relative to operational problems and recommends and reviews changes in support functions to enable the Office to carry out its objectives more effectively. Assists in the Office's communication processes and instruments to ensure clarity and conformance with intent and School of Medicine standards. Develops and maintains relationships across all organizational lines to facilitate the smooth transmission of information. Maintains calendar and effectively schedules meetings, conferences, travel arrangements, etc. Prioritizes activities and handles confidential matters with discretion. Prepares all materials in a professional manner through the efficient utilization of the computer. Maintains a tickler system to ensure appropriate independent follow-up on activities.
CORRESPONDENCE. Screens, monitors mail and composes, prepares and edits correspondence. Prepares responses which are clear, grammatically correct and meet content requirements. Completes responses and sends them out promptly. Properly formats responses. Routes appropriate correspondence to the Manager of the Office and/or Administrator and attaches related records or information to the correspondence. Processes incoming mail by reading, dating, sorting and forwarding it to the appropriate offices, attaching relevant documents as necessary. Follows up on calendar related issues.
PROFESSIONAL DEVELOPMENT. Takes proactive steps toward own professional development. Participates in educational activities, conferences and seminars as appropriate.
SPECIAL PROJECTS. Assists the Manager of the Office in improving the economic efficiency of the Department through planning and execution of special projects. Develops appropriate proposals for new or enhanced projects within scope of own responsibilities or as assigned. Determines the scope and means of analysis in light of the needs of the particular assignment and audience. Identifies and obtains various resources required to successfully complete each project. Effectively researches necessary information from a variety of internal and external sources. Coordinates the planning of new or enhanced policies and procedures within the department as assigned.
PROGRAM/ACTIVITY COORDINATION. Maintains contact with staff in the Department and other School of Medicine and Hospital departments under minimal supervision. Areas of coordination include committee meetings, confirmations, caterers, audio visual aids, etc. Plans and coordinates interrelated activities effectively according to schedule. Makes requests to other areas, allowing them sufficient time to reply; he/she, in turn, responds quickly in order to ensure efficient coordination of activities. Conveys the correct information to involved parties. Schedules appointments and conferences, confirms attendance, and facilitates program operation. Follows up on certain tickler items with members of reporting units.
LIAISON AND COORDINATION SERVICES. Provides administrative services to the Office to facilitate the efficient functioning and efficiency of the Office. Ensures that all support functions for the Office are completed on a daily basis. Acts as liaison between the Office and the School of Medicine and Hospital to expedite communications and projects.
Performs related duties as assigned.
Minimum Qualifications: To qualify you must have a Bachelor's Degree and five years progressive experience in a responsible staff support function, or equivalent combination of academic and professional qualifications. Excellent organizational, analytical, and interpersonal skills required. Broad knowledge of the Academic and Health Care Industry preferred. Excellent computer skills are required.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online. If you wish to view NYU School of Medicine's EEO policies, please click here. Please click here to view the Federal 'EEO is the law' poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information. To view the Pay Transparency Notice, please click here.
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Internal Number: 67703098
About NYU Langone Medical Center
NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. Included in the 200+ locations throughout the New York area are five inpatient locations: Tisch Hospital, its flagship acute-care facility; Rusk Rehabilitation, ranked as one of the top 10 rehabilitation programs in the country; NYU Langone Orthopedic Hospital, a dedicated inpatient orthopedic hospital with all musculoskeletal specialties ranked top 10 in the country; Hassenfeld Children's Hospital at NYU Langone, a comprehensive pediatric hospital supporting a full array of children's health services; and NYU Langone Hospital—Brooklyn, a full-service teaching hospital and level 1 trauma center located in Sunset Park, Brooklyn. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute–designated cancer center, and NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history.