Executive Assistant

Weill Cornell Medicine; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

Weill Cornell Medicine in New York is seeking a skilled executive assistant to provide senior level support to senior faculty and staff within the department, ensuring smooth office operations and efficient processes.

The role covers calendar management, scheduling, travel arrangements, event planning, budgeting, and procurement, as well as preparation of correspondence and reports. A High School Diploma is required and a Bachelor's degree with about five years of experience is preferred.

Qualifications

• 5 years of experience as an executive assistant supporting high-level physician or executive.
• Bachelor's degree preferred.
• Strong communication and interpersonal skills.
• Proficiency with MS Office Suite and database applications.
• Excellent verbal and written communication.

Responsibilities

• Ensure smooth functioning of the executive office and assist in improving efficiency.
• Provide confidential administrative support to high-level physician or executive, handling calls, visitors, and email.
• Coordinate calendars, schedule appointments/meetings, and record and distribute minutes; follow up on action items.
• Coordinate projects related to regulatory issues, education, philanthropy, fundraising and program development.
• Plan and oversee events, travel arrangements, and budgeting/expense reporting.
• Coordinate travel and conference logistics and reservations.
• Prepare correspondence, reports, presentations, and agendas; respond to inquiries as needed.
• Handle procurement activities for goods, services, and equipment; assist with reimbursements.
• Assist with professional organizations and external advisory boards, renewals and certifications.
• Perform other duties as assigned.

Skills

MS Office Suite

Interpersonal skills

Communication skills

Education

Bachelor's degree preferred

High School Diploma

Tools

MS Office

Job description

*As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices

Position Summary

Under guidance, provides senior level executive support to senior faculty/ staff within the department.

Job Responsibilities

• Ensures the smooth functioning of the executive office. Assists in the implementation of office processes to improve efficiency.
• Provides secretarial/administrative support directly to high-level senior physician or executive, exercising confidentiality, tact, and diplomacy on a daily basis. Receives, screens, and directs incoming calls, visitors, and email.
• Coordinates and maintains calendars and schedules appointments and meetings, records and distributes minutes, and provides follow up on action items identified.
• Coordinates projects relating regulatory issues, educational activities, philanthropic activities, fundraising efforts and program development.
• Responsible for event planning, organization, and scheduling, including travel to offsite locations and complete oversight and coordination of events; upon return, completes budget and expense reports to allocate to the appropriate parties.
• Responsible for travel and conference arrangements, organizes itineraries, and makes all needed reservations.
• Initiates and prepares written correspondence, reports, presentations, agendas, and may respond to routine correspondence and inquiries as needed.
• Responsible for procurement activities related to goods, services, and/or equipment, and assists with disbursement/reimbursement activities as needed.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals and certifications.
• Other duties as assigned.

Education

• High School Diploma

Experience

Bachelor's degree is preferred.

Approximately 5 years of experience as an executive assistant working for a high-level senior physician or executive.

Knowledge, Skills and Abilities

• Demonstrated strong communication and interpersonal skills; demonstrated ability to interact with multiple constituencies and exercise "people skills".
• Demonstrates ability to exercise standards of professionalism, including appearance, presentation and demeanor.
• Demonstrated proficiency with MS Office Suite and database applications.
• Excellent communication skills (both verbal and written).

Working Conditions/Physical Demands

Standard office work.

Cornellwelcomes students, faculty, and staff with diverse backgrounds from across the globe to pursue world-class education and career opportunities, to further the founding principle of “any person, any study.” No person shall be denied employment on the basis of any legally protected status or subjected to prohibited discrimination involving, but not limited to, such factors as race, ethnic or national origin, citizenship and immigration status, color, sex, pregnancy or pregnancy-related conditions, age, creed, religion, actual or perceived disability (including persons associated with such a person), arrest and/or conviction record, military or veteran status, sexual orientation, gender expression and/or identity, an individual’s genetic information, domestic violence victim status, familial status, marital status or any other characteristic protected by applicable federal, state, or local law.

Cornell University embraces diversity in its workforce and seeks job candidates who will contribute to a climate that supports students, faculty, and staff of all identities and backgrounds. We hire based on merit, and encourage people from historically underrepresented and/or marginalized identities to apply. Consistent with federal law, Cornell engages in affirmative action in employment for qualified protected veterans as defined in the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRRA) and qualified individuals with disabilities under Section 503 of the Rehabilitation Act. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.