Executive Assistant - Pulmonary Medicine

Pulmonary medicine is looking for an Executive Assistant (EA) to perform highly responsible, complex and confidential administrative, and project work for the Department Chair, Center Medical Director, and provide general administrative departmental support as assigned by the Operations Manager.  Execute complex administrative duties requiring a thorough knowledge of a wide range of regulations, policies, and procedures.  This position requires independent judgment; strong interpersonal, communication and organizational skills; concurrent management of multiple projects; ability to prioritize functions; planning and coordination of special events; and directing program evaluation activities.

The ideal candidate is a highly proactive and resourceful administrative professional who anticipates needs before they arise and takes initiative to address challenges with minimal direction. They demonstrate exceptional attention to detail and organization, ensuring accuracy and efficiency across complex, high-volume responsibilities. This individual excels in managing competing priorities, coordinating multifaceted projects, and maintaining strict confidentiality while supporting senior leadership. With strong communication and interpersonal skills, they foster seamless collaboration across teams and consistently deliver high-quality work that supports departmental operations and strategic goals.

This position requires onsite presence for the first 30 days to support training and acclimation, after which it will transition to a hybrid work model.

JOB SPECIFIC COMPETENCIES

Strategic Planning Support/Department Operations  
* Provide high-level administrative support to Chair, Center Medical Director and administrative leadership team. Maintain confidentiality while performing sensitive responsibilities on behalf of Chair, Center Medical Director and administrative leadership team independent judgment.

* Coordinates complex assignments simultaneously; responds diplomatically to various constituencies, handles sensitive situations and information with discretion

* Manage complex calendars of Chair and Center Medical Director while appropriately communicating conflicts

* Maintain licensing for TMB, DEA, ACLS, BLS and other professional memberships 
as needed.  Provide Medical Staff Office with current licenses and update Teams database

* Prepare and coordinate travel within Concur and ensure timely submission of reimbursements and expense reports.  This includes preparation of itinerary and all meetings associated with travel

* Submit and maintain appropriate leave within WebSchedule and tracking calendar; Also submits clinic requests and coordinate with clinical teams to ensure faculty administrative and clinical commitments don’t overlap

* Create, edit, and format agendas, PowerPoint presentations, posters, and other materials.

*Oversight of monthly faculty meetings lead by Department Chair and high-level program activities. Provide advanced scheduling and coordination for meetings, classes, seminars, symposiums, workshops, and high-attendance institutional events. Coordinate travel arrangements for invited guests of the department & potential faculty recruits.

*Coordinate projects assigned by Chair, Center Medical Director, and administrative leadership; Manage general assignments and coordination of projects for program support

*Answers departmental main line; Screen & transfer calls using appropriate telephone etiquette; Responds to telephone information requests with courtesy, accuracy, timelines while maintaining confidentiality

*Provides cross coverage for departmental admin team as needed

*Organize and maintain departmental break room

Other duties as assigned