Executive Assistant to Vice Dean

Executive Assistant to Vice Dean Location New York, NY (Gramercy area) :

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity, diversity, and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go to med.nyu.edu , and interact with us on LinkedIn , Glassdoor , Indeed , Facebook , Twitter and Instagram .

Position Summary:

We have an exciting opportunity to join our team as an Executive Assistant to the Vice Dean. In this role, the successful candidate is responsible for providing administrative support duties and related services for the Vice Dean. Handles details of a highly confidential nature and performs administrative functions. Manages the Vice Deans timetable and priorities. Supports the Vice Deans in his/her role in a proactive manner handling most matters autonomously.

Job Responsibilities:

• Provides analytical and specialized administrative support to relieve Vice Dean and leadership staff of complex details and advanced administrative duties. Prepares written and/or printed material and prepares letters, memoranda, formal presentations, proposals, mailings, charts, tables, graphs, business plans and other materials using PC or other office applications or systems. Inputs and tracks financials, accounting and reporting information and distributes updates and status reports as required. Creates and maintains various databases and spreadsheet files as requested by supervising executive or departmental policy. Produces, maintains/updates, and distributes reports as required.
• Coordinates retrieval and distribution of information resources to Vice Dean and designated staff. Handles routine and confidential matters with appropriate urgency and discretion. Resolves non-routine situations based on established policies and procedures and refers non resolved issues and questions to the appropriate party.
• Handles complex calendar scheduling, meeting preparation and presentation materials. Deals with confidential information and executive leadership on a regular basis. Organizes and facilitates meetings and other special events. Makes arrangements for conferences and business travel.
• Performs research and analysis on specific issues as required.
• Plans, develops and implements office management procedures and monitors policies and procedures in area of responsibility, recommends modifications to existing procedures as required. Ensures adequate support for office at all times. Orients staff in use of technology and assists in troubleshooting. Establishes and oversees a well-organized functional system of record keeping. Makes recommendation for needed office equipment. Anticipates deviations from plans and makes additional plans for accommodations. Presents new and innovative ideas, gives them the appropriate follow-up and if necessary, makes adjustments.
• Establishes, develops, maintains and updates filing system on own initiative. This may include the creation and maintenance of an automated transaction filing system. Opens sorts and distributes incoming mail, collects and forwards outgoing mail and inter-office memoranda and responds to routine correspondence within established guidelines. Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Enhances the Vice Deans effectiveness by providing project management support. Briefs the Vice Dean on upcoming meetings and collate relevant briefing documents. Delegates action points to others / direct reports within the organization. Assists on special projects as needed and effectively presents all materials through use of technology or assists leadership in effectively presenting materials.
• Monitors and follows up matters and takes action if required. Executes special or continuous business, research and data analysis tasks. Coordinates and prepares various advanced presentations as needed.
• Prepares reports by collecting and analyzing information. Compiles and analyzes data, prepare schedules, reports, presentations and recommendations that are critical and of a confidential nature that require advanced communication, analytical and computer capabilities. Executes special or continuous business, research and data analysis tasks. Coordinates and prepares various advanced presentations (budget, organizational change, and others as needed).
• Composes some correspondence on own initiative for review. Collects, assembles and analyzes data for presentations. May handle administrative and/or communications aspects on behalf of the Vice Dean. Initiates contact with senior executives and clients for exchange of information.
• Acts as first point of contact for meeting and greeting clients both internal and external. Answers telephones for Vice Dean and other department managers as required; takes messages or field/answer all routine and non-routine questions. Works in cooperation with other Assistants within the department to cover phones during break periods.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. Represents the executive by attending meetings in the executive's absence.
• Functions as liaison for all interactions between Leadership and others. Responds in a timely, discrete and confidential manner to all requests concerning sensitive issues. Functions as liaison by providing flexible, efficient and timely response to the needs of the department. Works effectively and interacts independently with internal and external sources to solve problems.
• Performs other duties as assigned.

Minimum Qualifications:

To qualify you must have a Bachelors Degree in a related field. Minimum of 5 years of progressively administrative experience or an equivalent combination of education and experience. Effective verbal & written skills including proficiency in grammar, spelling and punctuation, tact, diplomacy and interpersonal skills. Excellent time management and organizational skills and ability to work well under pressure are essential. Maintaining a professional and positive attitude while effectively meeting deadlines. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, Power Point, Outlook and Internet applications. Ability to handle a variety of projects simultaneously, multi-task and prioritize effectively while paying attention to details. Strong critical thinking, active listening, and decision making skills. Ability to interact effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work as part of a team and willing to back up others. Knowledge of modern office standard practices and procedures.

Qualified candidates must be able to effectively communicate with all levels of the organization. NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online. If you wish to view NYU Grossman School of Medicine's EEO policies, please click here. Please click here to view the Federal "EEO is the law" poster or visit for more information.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $67,771.14 - $112,951.35 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here