Executive Administrative Assistant Full Time NEW

Our organization is a leading institution dedicated to advancing medical research, education, and patient care within the field of psychiatry. Committed to fostering an innovative and collaborative environment, we strive to improve mental health outcomes through cutting-edge research, comprehensive training programs, and exceptional clinical services. Our team comprises highly skilled professionals who are passionate about making a meaningful difference in the lives of individuals and communities. We prioritize diversity, equity, and inclusion, ensuring a supportive workplace where every member can thrive and contribute to our mission of improving mental health worldwide.

About The Role

We are seeking a highly organized and proactive Administrative Assistant to support our Psychiatry Department, specifically assisting the Chair and Vice Chair. This role involves managing a broad range of administrative functions to facilitate smooth operations within the department. The ideal candidate will possess excellent communication skills, critical thinking abilities, and previous experience providing comprehensive administrative support in a fast-paced environment. Reporting directly to the Administrative Manager, the successful candidate will serve as a key liaison between leadership and internal/external stakeholders, ensuring efficient coordination of schedules, correspondence, and departmental activities. This position offers an opportunity to work closely with senior leadership, contribute to the department’s academic, research, and clinical missions, and develop a diverse skill set in healthcare administration.

Qualifications

• High School diploma or GED required
• Certification or vocational training may be required
• Associate degree in a relevant field preferred
• Minimum of 2 years of relevant administrative experience required
• 4–6 years of relevant experience preferred
• Excellent written and verbal communication skills
• Strong organizational and multitasking abilities
• Proficiency in Microsoft Office Suite and scheduling software
• Ability to manage sensitive and confidential information appropriately
• Experience coordinating travel arrangements and expense reports
• Knowledge of academic and clinical administrative processes is a plus

Responsibilities

• Provide professional communication in both written and verbal forms to internal and external stakeholders
• Serve as point of contact and liaison to leadership offices, greeting visitors and directing inquiries appropriately
• Offer comprehensive administrative support to facilitate patient care, academic activities, and research operations
• Manage scheduling of business travel, including transportation, hotel, and dining reservations
• Oversee and process travel expense reports and reimbursements for the Chair, Vice Chair, and departmental team
• Draft, proofread, and distribute correspondence, presentations, reports, agendas, and meeting minutes
• Maintain and update faculty CVs, track Continuing Medical Education (CME) credits
• Coordinate conference room scheduling across multiple locations and assist with departmental meetings
• Support scheduling needs for Psychiatry leadership and staff
• Maintain office files, records, and document retention in accordance with organizational policies
• Coordinate staff training sessions in collaboration with the administrative manager
• Assist with procurement of supplies, processing expenses, and reimbursements, including membership renewals and conference registrations
• Support faculty recruitment activities by managing requisitions, candidate communications, travel arrangements, and on-site/virtual visits

Benefits

• Flexible and remote work arrangement opportunities where applicable
• Childcare programs and access to educational, athletic, and cultural events
• Competitive retirement plans including state pension and alternative options with employer contributions, plus optional supplemental plans
• Comprehensive health coverage including medical, dental, vision, and prescriptions
• Life insurance, flexible spending accounts, and wellness programming
• Paid vacation and sick leave, parental and medical leave, plus 11 paid holidays
• Short-term and long-term disability insurance options
• Tuition assistance for employees and dependents, adoption support, and discounts with preferred vendors and university partners
• Employee wellness programs, lifestyle spending accounts, and health reimbursement accounts

Equal Opportunity

We are an equal opportunity employer committed to fostering an inclusive environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status. We value diversity and are dedicated to creating a workplace that respects and promotes individual differences and equitable opportunities for all.