PS Executive Assistant

Job Summary

The Executive Administrative Assistant provides high-level administrative and operational support to the Chief of the Division of Transplant Surgery and partners closely with the Associate Director of Operations. This role coordinates complex scheduling, supports divisional operations, and ensures efficient communication across leadership, faculty, and staff. The position requires exceptional attention to detail, professionalism, and the ability to manage sensitive and fast-paced workflows within an academic medical environment.

• Serve as the primary administrative partner to the Division Chief, managing calendars, correspondence, meetings, and priority tasks.
• Prepare agendas, presentations, briefing materials, and follow-up communications.
• Handle confidential information with discretion and professionalism.
• Support day-to-day division operations in collaboration with the Associate Director of Operations, including workflow coordination and administrative process improvement.
• Maintain divisional documents, records, and databases.
• Manage purchasing activities, including supply ordering, invoices, reimbursements, and expense tracking.
• Coordinate travel arrangements for surgeons and faculty, including airfare, lodging, registration, itineraries, and reimbursement documentation.
• Maintain and distribute the surgeon call schedule, ensuring accuracy and timely updates.
• Assist with onboarding, event and meeting coordination, and routine communications with faculty, staff, and external partners.
• Provide general administrative support for division activities and projects as assigned.
• Perform other duties and tasks as requested by division leadership to support operational needs.

This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers, and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

Bachelor's degree in Business, Finance, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience) required. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

• Experience supporting senior leaders in a healthcare or academic medical environment.
• Proficiency with complex calendar management, multi-participant scheduling, and prioritization across competing demands.
• Strong note-taking, documentation, and information-retention skills to support independent task execution.
• Demonstrated initiative, follow-through, and reliability in completing assignments with minimal oversight.
• Ability to align work with leadership direction, maintain professionalism, and anticipate operational needs.
• Familiarity with medical scheduling systems (e.g., QGenda, Amion).
• Experience with purchasing systems and travel coordination.
• Knowledge of healthcare administrative workflows.

• Professionalism, discretion, and strong interpersonal communication
• High attention to detail and accuracy
• Ability to manage multiple priorities in a dynamic environment
• Strong organizational and independent problem-solving skills
• Initiative, accountability, and follow-through

Requisition Number: PRN
43896B

Full Time or Part Time? Full Time

Work Schedule

Summary:

weekdays, Hybrid (on-site and remote work as determined by division needs)

Department: 01102 - Transplant Surgery

Location: Campus

Pay Rate Range: 39300 to 72700