Executive Assistant to CMO

Executive Assistant to CMO-(3304622)

Description

Reporting to the Chief of Staff for the OCOO, the Executive Assistant (EA) will provide administrative support to ensure the efficient and effective day to day functioning of the Office of the Chief Medical Officer (OCMO).

The EA will be supporting the Chief Medical Officer and two Associate Chief Medical Officers.This position requires excellent organizational, interpersonal, and communication skills, as well as attention to detail.

Principal Duties and Responsibilities

Executive Support :

Ensure efficient and effective day-to-day functioning of activities within these administrative areas.

a. Serve as the primary administrative point of contact for internal staff and external stakeholders for the OCMO.

Manage executive schedules, including the planning and timely notification of meetings and appointments using independent judgment in setting priorities and proposing alternatives to meetings, meeting preparation.

a. Manage three high-volume calendars.

b. Collaborate with the Director of the Office of the CMO, Program Managers, other, Executive Assistants, and external parties to ensure effective calendar management, balancing meeting time, work commitments, and availability.

c. Incorporate adequate travel time into schedules.

d. Communicate schedule changes promptly.

e. Proactively identify and resolve calendar conflicts.

Support and set up individual, small group, and committee / working group / task force meetings.

a.Ensure meeting participants have accurate meeting logistics (location, directions, etc.)

b.Arranges for conference room, catering, and technical support (i.e. : projector, teleconferencing services) and prepares materials as necessary.

• Manage all travel arrangements, including booking flights, accommodations, and transportation utilizing Egencia and other relevant resources.
• Submit reimbursements and check requests for travel, conferences, and other ad hoc items as needed for the OCMO and supporting leaders.
• Process catering requests for meetings and large events under the OCMO as needed, in support of our CMO and ACMOs.
• Collect and distribute mail to OCMO leaders and on their behalf, as needed.
• Drafts and signs letters from OCMO leaders, as needed.
• Develops and maintains effective and highly professional working relationships with departmental and hospital administration, faculty, trainees, and staff as necessary to carry out goals / projects of the OCMO.

Communications :

• Develops effective methods of communicating with departmental and hospital leadership, trainees, and staff on a regular basis.
• Answers telephones and processes mail using sound judgment in screening and responding to inquiries, and prioritizing requests that need immediate attention.

Forwards or resolves as appropriate.

Exercises judgment in responding to inquiries, while maintaining the highest level of confidentiality; forwards information or resolves, as appropriate.

Administration :

• Guided by CMO / ACMOs / Director for the OCMO, composes, types, prepares, and distributes documents / presentations / analyses in support of institutional undertakings.
• Manages various administrative / financial processes including timekeeping, expense report submission, travel arrangements, and otherwise.
• Ensures and develops appropriate organizational and filing systems in order to seamlessly administer the Office of the COO / President.

Calendaring & Meeting :

Maintains and manages schedule(s) and calendar(s) by making appointments and scheduling meetings.Requires coordination across multiple complex calendars;

considering internal and external engagements; and actively prioritizing scheduling decisions on behalf of the OCMO.

• Arranges, facilitates, and manages meetings, compiling required documentation and generating minutes as appropriate.
• Plans events on behalf of the OCMO.
• Occasionally serve as backup for administrative colleagues.

Special Projects :

• Plans and executes various special projects relevant to the OCMO (e.g., programmatic / administrative process changes, space / IT renovations, office moves, etc.).
• Coordinates confidential senior staff searches.
• Provides support for departmental initiatives and special projects, as assigned by the OCMO.
• Often performs other duties as assigned or as responsibilities necessitate.

Other Business Responsibilities :

• Record attendance and document minutes for both departmental and board meetings, ensuring comprehensive and accurate records of discussions, decisions, and action items.
• Assists with correspondence, filing, telephone coverage, routing routine mail, and other administrative activities.
• Provides backup coverage for other senior executives within the OCMO / OCOO.
• Provide customer-friendly support to answer questions and resolve issues in accordance with appropriate policies and procedures.
• Handle confidential matters with the utmost discretion.
• Uses independent judgment to manage workload and responsibilities, as well as solve problems.
• Other ad hoc administrative projects as assigned.

Qualifications

• Bachelor degree and at least 2-5 years of experience working directly with an executive.
• Experience supporting multiple senior executives is preferred
• Must be proficient with Outlook calendars, Microsoft PowerPoint, Word, Excel, and other MS Office software.
30+ days ago