Executive Assistant to Physician in Chief

Executive Assistant to Physician in Chief - 40hrs

Hartford, CT, United States (Hybrid)

Connecticut Children’s is the only health system in Connecticut that is 100% dedicated to children. Established on a legacy that spans more than 100 years, Connecticut Children’s offers personalized medical care in more than 30 pediatric specialties across Connecticut and in two other states. Our transformational growth establishes us as a destination for specialized medicine and enables us to reach more children in locations that are closer to home.

Our breakthrough research, superior education and training, innovative community partnerships, and commitment to diversity, equity and inclusion provide a welcoming and inspiring environment for our patients, families and team members.

At Connecticut Children’s, treating children isn’t just our job – it’s our passion. As a leading children’s health system experiencing steady growth, we’re excited to expand our team with exceptional team members who share our vision of transforming children’s health and well-being as one team.

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…