Executive Assistant

Position Summary:

Rutgers, The State University of New Jersey, is seeking an Executive Assistant for the department of Neurosurgery at the Robert Wood Johnson Medical School. The Executive Assistant provides high-level, confidential administrative support to the Neurosurgery Chair (primary) and assigned section Chiefs (secondary). Serving as their primary point of contact, this individual independently manages complex scheduling, coordinates travel and oversees special departmental projects with great discretion and professionalism. The ideal candidate multi-tasks seamlessly, is an extremely detail-oriented professional, collaborates effectively across teams, and operates with minimal supervision. Among the key duties of this position are the following: Manage the Chair and assigned section Chiefs complex calendars including scheduling appointments, preparation of materials, arranging and coordinating logistics, making travel arrangements and processing reimbursements. Meet with Chair and section Chiefs regularly to review tasks and calendars for the purpose of ensuring smooth flow of work and maintaining organizational systems. Serve as the primary gatekeeper, liaison, and contact for the Chair and assigned section Chiefs for all internal and external constituencies. Reviews incoming correspondence and paperwork to minimize the Chair's/Chiefs efficiency. Redirects items which do not require the Chair's/Chiefs attention to the appropriate person/department. Oversee logistics for high-level meetings, events and on-campus guests, prepare agendas and other supporting documents/materials for meetings, create briefings and conduct high level research, create presentations, edit executive documents, and attend meetings as needed for the purpose of taking notes and assisting with follow-up in a timely manner. Act as a liaison to committees and supports special projects under the guidance of the Chair, section Chiefs and Sr Director of Administration. Input and maintain Attendings on-call schedule into Qgenda and Anserve. Assist the Chair and Senior leadership in coordinating and implementing academic, clinical, research, administrative, and operational tasks.

Minimum Education and Experience:

Bachelor's degree in Business Management or a related discipline, plus five (5) years of progressively more responsible administrative experience in business, education, health care or similar environment. Equivalent education, experience and/or training may be substituted for the degree requirements.

City:

New Brunswick State:

NJ Physical Demands and Work Environment:

Physical Demands:

Standing, sitting, walking, talking and hearing. Experience working in a fast-paced environment. No special vision requirements. Lifting up to 25lbs.

Work Environment:

Office, research and clinical work environments. Moderate noise and foot traffic.

Posting Number:

26ST1207