Executive Assistant to Executive Vice President & Vice Dean

NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. It comprises more than 200 locations throughout the New York area, including five inpatient locations, a children’s hospital, three emergency rooms and a level 1 trauma center. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute designated comprehensive cancer center, and NYU Grossman School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. 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 nyulangone.org, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

Position Summary:
We have an exciting opportunity to join our team as an Executive Assistant to Executive Vice President & Vice Dean.

In this role, the successful candidate is responsible for providing comprehensive administrative support to the Executive Vice President and Vice Dean as well as handling special projects and other matters independently. They deal with confidential information and senior leadership on a regular basis.

Job Responsibilities:

Responsible for providing comprehensive administrative support to the Executive Vice President and Vice Dean of Real Estate Development and Facilities, as well as handling special projects and other matters independently. Handles complex calendar scheduling, meeting preparation and presentation materials. Deals with confidential information and executive leadership on a regular basis.

• Administrative Support: Primary support to the Executive Vice President and Vice Dean. 
• Maintains complex calendar and schedules meetings.
• Organizes and facilitates meetings and other special events.
• Makes arrangements for conferences and business travel.
• Screens and handles telephone communications; evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Plans and coordinates interrelated activities effectively and efficiently.
• Handles routine and confidential matters with appropriate urgency and discretion. 
• Prepares all materials in a professional manner through efficient coordination of staff and advanced use of technology.
• Resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party.
• Performs research and analysis on specific issues as required.
• Supports Leadership in problem solving and project planning/coordination.
• Assists on special projects as needed and effectively presents all materials through use of technology or assists Leadership in effectively presenting materials.
• Functions as liaison for all interactions between Leadership and others. Responds in a timely, discrete and confidential manner to all requests concerning sensitive issues.  Provides flexible, efficient and timely response to the needs of the department. 
• Composes information and prepares correspondence in a clear, concise and well-organized manner.  Researches information accurately and thoroughly.  Works effectively and interacts with internal and external sources to solve problems.
• • Liaison – 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. Composes information and prepares correspondence in a clear, concise and well-organized manner. Researches information accurately and thoroughly. Works effectively and interacts independently with internal and external sources to solve problems.
  • Office Management: in coordination with office manager, 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. In collaboration with Office Management, maintains and regularly updates the office Policy and Procedure Manual. Keeps staff apprised of issues pertaining to their functional areas. 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. 
  • Special Projects: assists on special projects as needed and effectively presents all materials through use of technology or assists Leadership in effectively presenting materials. Assists with orienting staff thoroughly to workplace (i.e. equipment, location of supplies, etc.) and to other personnel with whom they must relate.
  • Performs other duties as assigned.

Minimum Qualifications:

• Bachelors Degree required
• Five years of progressive responsible office management, executive support, office management, special projects experience or an equivalent combination of education and experience. 
• Proficient in the use of Microsoft Office: Outlook, Excel, Word, PowerPoint; Access and/or other db skills preferred.
• Effective oral, written communication and interpersonal skills required.
• Experience in a busy non-profit/medical center and/or academic environment preferred
• Skilled at organizing complex meetings and professional social events
• Excellent organizational skills
• High level of integrity and discretion

Preferred Qualifications:

• Key competencies
• Strong communication skills
• Must be a team player
• Superior follow through skills
• Superior organizational skills and ability to multi-task
• Perform well under pressure and act with a sense of urgency 
• Exhibit excellent interpersonal relationship building skills
• Strong attention to detail
• Great customer service skills and a welcoming demeanor
• High level of professionalism 
• Possesses high energy, drive, and initiative
• Ability to function in a highly matrixed organization and navigate changing landscape

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Langone Health 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 Langone Health 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 Langone Health’s EEO policies, please click here. Please click here to view the Federal “EEO is the law” poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm 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