Executive Assistant to VP & Chair

Mount Sinai; New York (NY); On-site; USD 66,000 - 99,000; Full time

Job summary

Mount Sinai's Department of Medicine seeks an Executive Assistant I to provide comprehensive support to a Vice-President or Chairman, managing day-to-day operations and coordinating activities across the clinical, administrative, and academic units.

Responsibilities include planning, scheduling, budgeting support, personnel files, payroll transactions, travel arrangements, and meeting logistics, with opportunities to mentor staff and improve processes.

Qualifications

• Bachelor's degree or equivalent combination of experience and education
• 5 years related administrative or business experience

Responsibilities

• Partners with management in the planning, scheduling, coordination and reporting of activities to ensure that projects, goals and objectives are accomplished on time and within budget.
• Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports
• Monitors budgets and grant allocations, and maintains accruals. Prepares documents required to maintain balanced accounts for review and approval.
• May maintain departmental employee files, and ensure compliance with regulatory standards. Initiates and follows through on human resources and payroll transactions. Generates weekly payroll submission. Maintains liaison with human resources and payroll to coordinate and resolve issues and problems.
• May mentors, train and/or conduct orientation for new office support staff and monitors performance.
• May coordinate administrative, secretarial and/or general office support coverage.
• May assign work, set deadlines and supervise the work of assigned staff, and participate in performance appraisal process.
• Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships. Assist in the development and coordination of informational packets for participants. Transcribes and distributes minutes.
• Develops, updates and/or revises informational flyers, brochures, leaflets and mailings.
• Checks materials submitted for supervisors attention to ensure all relevant data, authorizations and pertinent information are included.
• Ensures adequate restock of supplies for department. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors contracts and renews as needed.
• Coordinates meetings and appointments, and maintains supervisors calendar.
• Makes travel arrangements and accommodations. Prepares travel reimbursements and expense reports.
• Screens and prioritizes incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).
• Screens telephone calls, answer inquiries or direct caller to the appropriate individual for further information or/or resolution.
• May assist supervisor with the completion of grant applications, special projects and Joint Commission and other survey preparations.
• Performs other related duties.

Skills

Administrative experience

Education

Bachelor's degree or equivalent

Job description

Mount Sinai's Department of Medicine seeks an Executive Assistant I to provide comprehensive support to a Vice-President or Chairman, managing day-to-day operations and coordinating activities across the clinical, administrative, and academic units.

Responsibilities include planning, scheduling, budgeting support, personnel files, payroll transactions, travel arrangements, and meeting logistics, with opportunities to mentor staff and improve processes.