Executive Assistant to Physician in Chief

Overview

Job Description The Executive Assistant (EA) provides high-level administrative, operational, and coordination support to the Executive Vice President (EVP), Physician-in-Chief & Chair, Department of Pediatrics. Acting as a trusted administrative partner, the EA enables the EVP to focus on clinical, academic, and strategic priorities by anticipating needs, managing complex workflows, and ensuring seamless coordination across clinical, academic, and operational stakeholders. This role requires strong judgment, discretion, and adaptability, with the ability to manage multiple priorities in a fast-paced healthcare and academic environment.

The EA works independently on projects from conception through completion and serves as a key liaison with internal leaders, faculty, UConn School of Medicine partners, and external stakeholders.

Executive & Office Support

• Serve as a primary administrative partner to the EVP, Physician-in-Chief & Chair, managing a complex and dynamic calendar, meeting schedules, and priorities.
• Anticipate and prepare the EVP for meetings, presentations, clinical, academic, and external engagements by ensuring accurate materials, timely follow-up, and efficient execution.
• Manage day-to-day office operations to ensure effective and compliant administrative workflows.
• Draft, edit, and format correspondence, reports, presentations, agendas, and executive-level materials, many of which are sensitive or confidential.
• Screen, prioritize, and route communications, determining urgency and appropriate action while exercising sound judgment and discretion.
• Coordinate travel arrangements, reconcile corporate card expenses, and support reimbursement processing through Oracle.
• Maintain office supplies, equipment, and vendor coordination as needed to support office operations.
• Reconcile time cards weekly to ensure payroll accuracy.

Clinical, Academic & Faculty Coordination (Position-Specific)

• Serve as primary administrative liaison to the UConn School of Medicine in support of the Chair, Department of Pediatrics.
• Track and support compliance with academic deadlines, including:
• Academic promotions, appointments, and reappointments
• Annual academic reviews and reports
• Merits and faculty submissions at the request of the Dean’s Office
• Coordinate and distribute offer letter packets for physician candidates, ensuring timely communication and follow-up.
• Support residency and academic program responsibilities, including:
• Residency awards, celebrations, graduations, and faculty events
• Coordination with Program Directors for UCONN Pediatric Residency Program
• Prepare, analyze, and prioritize materials related to grants, letters of recommendation, academic submissions, and conference registrations, ensuring deadlines are met.
• Serve as a point of coordination with clinics related to patient care activities under the Physician-in-Chief.

Financials & Administrative Coordination

• Support preparation and distribution of monthly closing packages and other financial materials as assigned.
• Govern and track Physician Presentation Funding, monitoring approvals and denials throughout the fiscal year.
• Reconcile corporate card activity monthly to support accurate budgeting and reporting.
• Support coaching agreements, payments, and coordination with external coaching partners for division leaders and physicians.

Meetings, Events & Communication

• Coordinate logistics for meetings, conferences, luncheons, and events hosted or sponsored by the Physician-in-Chief, including room reservations, catering, A/V, materials, and agendas.
• Create and distribute meeting invitations, mass communications, and Zoom links for faculty, residents, fellows, and leadership groups.
• Provide meeting support including note-taking, minute-taking, and tracking of action items and follow-ups.
• Draft and send communications on behalf of the Physician-in-Chief to faculty, leadership, and academic partners as appropriate.

Collaboration, Coverage & Continuous Improvement

• Foster strong working relationships across clinical, academic, and administrative teams to support a collaborative “One Team” culture.
• Cross-train and maintain working knowledge of other EA roles to provide coverage when needed.
• Identify opportunities to streamline workflows, improve processes, and enhance administrative efficiency.
• Provide flexible support for meetings and events that may occur before or after standard business hours.
• Perform other duties as assigned to support departmental and organizational priorities.

Performs Other Duties as Assigned

Education and/or Experience Required

• Associate degree in business, healthcare administration, or related field. Minimum of 3 years of administrative support experience, ideally with C-suite level executives and preferably in a healthcare or academic medical setting. An equivalent combination of education, training and relevant experience may be considered.

Position Specific Job Education and/or Experience

Experience supporting physician leaders,…