PS Executive Assistant

University of Utah; Salt Lake City (UT); Hybrid; USD 56,000 - 68,000; Full time

Benefits offered by this job

Excellent healthcare coverage

14.2% retirement contributions

Generous paid leave time

11 paid Holidays per year

Tuition reduction for employees and/or

Employee discounts

Job summary

University of Utah is seeking an Executive Assistant to support the Department Chair of Pediatrics. The role manages the Chair's complex calendar, coordinates executive-level meetings and communications, and assists with departmental leadership activities and external commitments.

Ideal candidates will demonstrate exceptional organization, discretion, and the ability to anticipate needs. The position offers hybrid work options and comprehensive benefits through the University of Utah.

Qualifications

• Bachelor's degree or equivalent in a related field.
• Two years of office management and supervisory experience; finance/budget knowledge.
• Immunization per CDC and hospital policy; patient-sensitive role.

Responsibilities

• Manage the Chair's complex and dynamic calendar with priority alignment.
• Coordinate executive meetings, leadership retreats, and related events.
• Review and draft routine correspondence for the Chair; ensure proper approvals.
• Coordinate materials for lectures, publications, and professional activities.
• Assist with travel logistics and external engagement planning.
• Maintain confidential records and support Office of the Chair operations.

Skills

Executive calendar management

Meetings coordination

Executive communications

Stakeholder relationship mgmt

Microsoft Office proficiency

Education

Bachelor's degree in Business/Healthcare Administration or related field

Tools

Microsoft Outlook

Teams

Word

PowerPoint

Excel

Job description

PS Executive Assistant

Job Summary

Position Summary: The Department of Pediatrics at the University of Utah Spencer F.Eccles School of Medicine has an immediate opening for an ExecutiveAssistant. The Executive Assistant to the Department Chair provideshigh-level executive, administrative, and operational support tothe Chair of the Department of Pediatrics. This position serves asa key member of the Office of the Chair and is responsible formanaging the Chair's complex schedule, coordinating executive-levelmeetings and communications, supporting departmental leadershipactivities, and ensuring the Chair is prepared for institutional,clinical, academic, and external commitments.

The Executive Assistant works with a high degree of independence,discretion, and judgment and regularly interacts with seniorleaders across the University of Utah, Spencer Fox Eccles School ofMedicine, University of Utah Health, Intermountain Children'sHealth/Primary Children's Hospital, departmental leadership,faculty, trainees, community partners, and externalorganizations. This role requires exceptional organization, communication,professionalism, confidentiality, and the ability to anticipateneeds, manage competing priorities, and ensure appropriatefollow-through on behalf of the Chair and the Office of theChair.

The University of Utah offers a comprehensive benefits package including:

• Excellent healthcare coverage at affordable rates (see the SummaryComparison for more information)
• 14.2% retirement contributions
• Generous paid leavetime
• 11 paidHolidays per year
• 50% tuitionreduction for employees, spouses, and dependentchildren
• Flex spending accounts
• University provided basic employeelife insurance coverage equal to a salary of up to$25,000
• Variety of elective insurancecoverage, including life insurance, short andlong-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet.
• Free transit on most UTA services
• Employee discounts on a variety of products and services,including cell phones & plans, entertainment, health andfitness, restaurants, retail, and travel
• Professional development opportunities

Additional benefits information is available at https://benefits.utah.edu/.

Responsibilities

Essential Functions: 1. Executive Calendar & Priority Management - 30%

• Manage the Chair's complex and dynamic calendar, ensuring effective prioritization of time and alignment with departmentaland institutional responsibilities.

Responsibilities include:

• Manage scheduling for recurring and ad hoc meetings involvingdepartmental, institutional, clinical, and externalleadership.
• Coordinate meetings with School of Medicine leadership,University of Utah Health leaders, Intermountain Children'sHealth/Primary Children's Hospital leadership, Division Chiefs,Chief Residents, medical directors, faculty, mentees, and other keypartners.
• Maintain recurring monthly, weekly, quarterly, and annualmeeting schedules.
• Evaluate scheduling requests, identify conflicts, and appropriately prioritize competing commitments.
• Anticipate scheduling needs and proactively reserve time forpreparation, travel, deadlines, and other obligations.
• Coordinate Chief Resident check-ins and related events.
• Maintain awareness of upcoming departmental and institutionalevents that may require the Chair's participation.
• Conduct regular calendar and priority reviews with the Chair to identify upcoming obligations, deadlines, approvals, and preparation needs.

2. Executive Meeting & Leadership Coordination - 20%

• Coordinate meetings, retreats, and leadership activities led by or involving the Department Chair.

Responsibilities include:

• Coordinate quarterly Division Chief meetings and other Department leadership meetings.
• Plan and coordinate spring and fall Division ChiefsRetreats.
• Support meetings and events involving departmental and institutional leadership.
• Coordinate agendas, meeting materials, presentations, logistics, and follow-up items as appropriate.
• Ensure the Chair has necessary background information and materials in advance of meetings.
• Coordinate recognition activities, leadership events, and other Office of the Chair functions.
• Partner with internal teams on Pediatrics Grand Rounds, Research in Progress, and other departmental programs requiring Chair involvement.
• Collaborate with Continuing Medical Education/IPCE partners when appropriate.

3. Executive Communications & Correspondence - 15%

• Support correspondence and communications originating from or requiring review by the Department Chair.

Responsibilities include:

• Coordinate letters of support, commitment, recommendation, reference, recognition, and other executive correspondence.
• Review correspondence for formatting, completeness, accuracy, and consistency prior to Chair approval.
• Facilitate signatures, approvals, submissions, and distribution as appropriate.
• Draft or prepare routine correspondence on behalf of the Office of the Chair.
• Track correspondence requiring Chair action or follow-up.
• Monitor departmental communications, bulletins, calendars, and other resources for information relevant to the Chair.
• Support management and routing of feedback received through the Chair's Suggestion Box and similar communication channels.

4. Chair Preparation, Academic & Professional Support -15%

• Provide administrative coordination for the Chair's academic, professional, and external responsibilities.

Responsibilities include:

• Coordinate materials and supporting meetings for lectures, presentations, publications, writing projects, and other academic activities.
• Support the maintenance updates to the Chair's curriculum vitae and professional information.
• Coordinate conference and meeting registrations.
• Maintain professional memberships and coordinate renewals.
• Maintain relevant professional contacts, credentials, biographies, and other executive records.
• Track deadlines and administrative requirements associated with professional commitments.
• Coordinate external academic activities, including professionalassociation activities, podcasts, book clubs, publications, and other professional engagements as assigned.
• Assist with travel-related preparation and logistics in coordination with appropriate departmental resources.

5. Executive Relationship & Stakeholder Coordination -10%

• Serve as a primary administrative liaison between the Chair and key internal and external stakeholders.

Responsibilities include:

• Develop and maintain effective working relationships with administrative and executive partners across the Department, School of Medicine, University of Utah Health, and affiliated organizations.
• Collaborate with Intermountain Children's Health/Primary Children's Hospital teams regarding meetings, events, and joint initiatives.
• Coordinate with philanthropic and foundation partners regarding Chair-related meetings and events.
• Partner with Pediatric Education and residency program teams onevents and activities involving the Chair.
• Facilitate communication and scheduling with faculty, trainees, community partners, professional organizations, and external stakeholders.
• Represent the Office of the Chair professionally and exercise appropriate discretion when managing sensitive or confidential matters.

6. Office of the Chair Operations & Administrative Coordination- 10%

• Support effective day-to-day operations of the Office of the Chair and collaborate with departmental administrative colleagues to ensure continuity and follow-through.

Responsibilities include:

• Maintain organized records, executive files, contacts, credentials, and administrative documentation.
• Track requests, commitments, approvals, deadlines, and follow-up items requiring Chair involvement.
• Coordinate gifted tickets, invitations, and other external opportunities received by the Office of the Chair.
• Collaborate with members of the Department's central administrative team on shared responsibilities and Chair-related initiatives.
• Identify opportunities to improve executive office workflows, tracking systems, scheduling practices, and administrative processes.
• Maintain appropriate confidentiality related to personnel, leadership, faculty, institutional, and other sensitive matters.
• Provide backup or collaborative support for Office of the Chair priorities as needed.
• Perform other executive administrative responsibilities consistent with the needs of the Chair and Department.

Knowledge, Skills & Abilities

• Exceptional organizational and time-management skills.
• Ability to manage a complex executive calendar with multiple competing priorities.
• Strong professional written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Ability to anticipate executive needs and proactively address potential issues.
• Sound judgment and discretion when handling confidential or sensitive information.
• Ability to independently prioritize work and make appropriate administrative decisions.
• Strong interpersonal skills and ability to interact professionally with senior executives, physicians, faculty, staff, trainees, donors, and external partners.
• Ability to coordinate complex meetings and events involving multiple organizations and stakeholders.
• Ability to work effectively in a fast-paced environment where priorities and schedules may change quickly.
• Strong proficiency with Microsoft Office and related scheduling, communication, and collaboration platforms.
• Ability to establish and maintain effective working relationships across organizational boundaries.

Disclaimer

This job description has been designedto indicate the general nature and level of work performed byemployees within this classification. It is not designed to containor be interpreted as a comprehensive inventory of all duties,responsibilities and qualifications required of employees assignedto the job.

Work Environment and Level of Frequency typicallyrequired

Nearly Continuously: Officeenvironment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing,listening, talking.Often: Repetitive hand motion (such as typing),walking.Seldom: Bending, reaching overhead.

Minimum Qualifications

Bachelor's degree in Business, Finance, Health Care Administrationor a related field, or equivalency (one year of education can besubstituted for two years of related work experience) required. Twoyears office management and supervisory experience, demonstratedknowledge of finance and budgeting, and public relations skillsrequired. Demonstrated human relations and effective communicationskills are also required.

This position is patient-sensitive and must fulfill all associatedrequirements. We protect our patients, coworkers, and community byrequiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may bemade for documented medical contraindications or religious beliefsthat object to vaccinations.

Applicants must demonstrate the potential ability to perform theessential functions of the job as outlined in the positiondescription.

Preferences

• Bachelor's degree in business administration, healthcareadministration, communications, or a related field.
• Three or more years of progressively responsible administrativeor executive support experience.
• Previous experience supporting a senior executive, departmentchair, physician leader, or other high-level organizationalleader.
• Experience working in an academic medical center, healthcareorganization, higher education institution, or similarly complexenvironment.
• Demonstrated experience managing complex executive calendarsinvolving multiple organizations, leaders, and competingpriorities.
• Experience coordinating executive-level meetings, leadershipretreats, conferences, or special events.
• Strong professional writing, editing, proofreading, and correspondence-management skills.
• Demonstrated ability to handle confidential and sensitiveinformation with discretion and sound judgment.
• Experience working independently, anticipating executive needs,and appropriately prioritizing requests with limiteddirection.
• Strong proficiency with Microsoft Outlook, Teams, Word,PowerPoint, Excel, and other collaborative productivity tools.
• Experience coordinating across multiple departments,organizations, or external partners.
• Demonstrated ability to build effective working relationshipswith senior leaders, faculty, physicians, staff, and externalstakeholders.
• Experience supporting academic activities such as curriculumvitae management, presentations, professional memberships, publications, conferences, or faculty-related activities ispreferred.

Applicants will be screened according topreferences.

Requisition Number: PRN46231B

Full Time or Part Time? Full Time

Work Schedule Summary: Work Schedule:Monday - Friday, 8:00a.m. - 5:00 p.m. Hours may vary based on operationalneeds.Opportunities for a hybrid telework schedule may beconsidered after the initial training period, provided thearrangement is supported by operational needs and individualperformance. Telework arrangements are not guaranteed and may bemodified or discontinued at any time based on business requirementsor performance. Employees approved for hybrid telework must providetheir own private workspace, secure internet connection, anddemonstrate the ability to work independently.

Department: 00848 - Pediatric Administration

Location: Campus

Pay Rate Range: $56,000 to $68,349

Close Date: 12/16/2026

Open Until Filled: