Executive Assistant to Physician in Chief
1 week ago
The Executive Assistant (EA) provides high-level administrative, operational, and coordination support to the Executive Vice President (EVP), Physician-in-Chief & Chair, Department of Pediatrics. Acting as a trusted administrative partner, the EA enables the EVP to focus on clinical, academic, and strategic priorities by anticipating needs, managing complex workflows, and ensuring seamless coordination across clinical, academic, and operational stakeholders.
This role requires strong judgment, discretion, and adaptability, with the ability to manage multiple priorities in a fast-paced healthcare and academic environment. The EA works independently on projects from conception through completion and serves as a key liaison with internal leaders, faculty, UConn School of Medicine partners, and external stakeholders.
Responsibilities
Executive & Office Support
- Serve as a primary administrative partner to the EVP, Physician-in-Chief & Chair, managing a complex and dynamic calendar, meeting schedules, and priorities.
- Anticipate and prepare the EVP for meetings, presentations, clinical, academic, and external engagements by ensuring accurate materials, timely follow-up, and efficient execution.
- Manage day-to-day office operations to ensure effective and compliant administrative workflows.
- Draft, edit, and format correspondence, reports, presentations, agendas, and executive-level materials, many of which are sensitive or confidential.
- Screen, prioritize, and route communications, determining urgency and appropriate action while exercising sound judgment and discretion.
- Coordinate travel arrangements, reconcile corporate card expenses, and support reimbursement processing through Oracle.
- Maintain office supplies, equipment, and vendor coordination as needed to support office operations.
- Reconcile time cards weekly to ensure payroll accuracy.
- Serve as primary administrative liaison to the UConn School of Medicine in support of the Chair, Department of Pediatrics.
- Track and support compliance with academic deadlines, including:
- Academic promotions, appointments, and reappointments
- Annual academic reviews and reports
- Merits and faculty submissions at the request of the Dean's Office
- Coordinate and distribute offer letter packets for physician candidates, ensuring timely communication and follow-up.
- Support residency and academic program responsibilities, including:
- Residency awards, celebrations, graduations, and faculty events
- Coordination with Program Directors for UCONN Pediatric Residency Program
- Prepare, analyze, and prioritize materials related to grants, letters of recommendation, academic submissions, and conference registrations, ensuring deadlines are met.
- Serve as a point of coordination with clinics related to patient care activities under the Physician-in-Chief.
- Support preparation and distribution of monthly closing packages and other financial materials as assigned.
- Govern and track Physician Presentation Funding, monitoring approvals and denials throughout the fiscal year.
- Reconcile corporate card activity monthly to support accurate budgeting and reporting.
- Support coaching agreements, payments, and coordination with external coaching partners for division leaders and physicians.
- Coordinate logistics for meetings, conferences, luncheons, and events hosted or sponsored by the Physician-in-Chief, including room reservations, catering, A/V, materials, and agendas.
- Create and distribute meeting invitations, mass communications, and Zoom links for faculty, residents, fellows, and leadership groups.
- Provide meeting support including note-taking, minute-taking, and tracking of action items and follow-ups.
- Draft and send communications on behalf of the Physician-in-Chief to faculty, leadership, and academic partners as appropriate.
- Foster strong working relationships across clinical, academic, and administrative teams to support a collaborative "One Team" culture.
- Cross-train and maintain working knowledge of other EA roles to provide coverage when needed.
- Identify opportunities to streamline workflows, improve processes, and enhance administrative efficiency.
- Provide flexible support for meetings and events that may occur before or after standard business hours.
- Perform other duties as assigned to support departmental and organizational priorities.
Qualifications
Education and/or Experience Required
- Associate degree in business, healthcare administration, or related field. Minimum of 3 years of administrative support experience, ideally with C-suite level executives and preferably in a healthcare or academic medical setting. An equivalent combination of education, training and relevant experience may be considered.
Experience supporting physician leaders, academic departments, or clinical operations preferred.
Knowledge, Skills and Abilities:
Knowledge of:
- Advanced expertise in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Proficient in collaborative platforms such as SmartSheet and Zoom for remote coordination and project tracking.
- Familiarity with data tracking, dashboards, and grants administration.
- Experience with project management, financial reconciliation, and contract administration.
- Understanding of general math and accounting principles.
- Basic understanding of healthcare, academic medicine, and organizational policies
- Exceptional organizational skills, reflecting the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Strong interpersonal and communication skills, capable of building relationships across all levels including executives, senior leaders, physicians, clinicians, board members, and external partners.
- Advanced written and verbal communication skills, with discretion and confidentiality in handling sensitive information.
- Confident in facilitating, presenting and speaking to both internal and external audiences.
- Strong interpersonal skills with the ability to work effectively with physicians, faculty, executives, and external partners.
- Proven ability to work in a fast-paced environment with multiple priorities that require strong project management and decision-making capabilities.
- Plan, develop, and coordinate multiple complex projects independently and proactively.
- Organize and manage time, activities, processes, and projects effectively on a weekly, quarterly, and annual basis.
- Attend to administrative details utilizing initiative, problem analysis techniques, excellent judgment, and confidentiality.
- Demonstrate proactive approaches to problem-solving with strong decision-making capability.
- Handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer service and response.
- Function as a highly resourceful team player, as well as work effectively independently.
- Influence, mentor and coach others beyond their departments to improve organizational outcomes.
- Achieve high-performance goals and meet deadlines in a fast-paced environment.
- Act as a forward-looking thinker who actively seeks opportunities and proposes solutions.
- Serve as a positive, solution-focused representative of the EVP internally and externally.
About Us
Connecticut Children's is the only health system in Connecticut that is 100% dedicated to children. Established on a legacy that spans more than 100 years, Connecticut Children's offers personalized medical care in more than 30 pediatric specialties across Connecticut and in two other states. Our transformational growth establishes us as a destination for specialized medicine and enables us to reach more children in locations that are closer to home. Our breakthrough research, superior education and training, innovative community partnerships, and commitment to diversity, equity and inclusion provide a welcoming and inspiring environment for our patients, families and team members.
At Connecticut Children's, treating children isn't just our job - it's our passion. As a leading children's health system experiencing steady growth, we're excited to expand our team with exceptional team members who share our vision of transforming children's health and well-being as one team.
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