Senior Executive Administrative Assistant- Academic Division and Human Resources

Job Posting Closing Date: Open until Filled

Where do you belong?

Your career is more than just a job, it's part of your life. Whether you’re a clinician, or non-clinical professional,  at USACS you'll feel a sense of connection working with clinicians and office staff who share your interests and values. We want you to love coming to work each day because you believe in what you do and the people with whom you work. We care about your success.

USACS also understands that location is important. We offer  career opportunities for clinicians and non-clinical support staff from New York to Hawaii and numerous points in between. Our supportive culture,  outstanding benefits and competitive compensation package is best in class.

Job Description

The Senior Executive Administrative Assistant is responsible for providing support and completing a broad variety of administrative tasks for executive leader(s), in the Academic Division as well as other Divisions in the Office of the CMO, and the office of the Chief HR Officer.

ESSENTIAL JOB FUNCTIONS:

ACADEMIC DIVISION:

• Coordinate and maintain complex schedules for the Physician Executive of the Academic Division and other Physician Executives on the CMO Team, anticipating conflicts and prioritizing commitments.
• Schedule and organize Academic Division meetings, ad hoc committee sessions, prepare agendas, reserve meeting spaces/Zoom links, and ensure technology readiness.
• Assist the EVP of Academic Division in attaining Academic Division goals.
• Prepare accurate and timely monthly meeting minutes; maintain organized files in Box; oversee historical record archives.
• Serve as a primary point of contact for internal and external stakeholders, including attending Physicians, resident Physicians, and fellow Physicians.
• Manage expense reports, travel arrangements, and award ordering with precision and efficiency.
• Track action items, follow up on deliverables, and ensure Academic Division members have the information and tools they need to operate effectively.
• Leverage Outlook, Box, Zoom, and other digital platforms to improve workflows and communication.
• Anticipate needs, identify potential challenges, and implement proactive solutions that support organizational goals.

CHRO AND HR TEAM SUPPORT:

• Provide executive administrative support to the Chief Human Resources Officer (CHRO), including calendar management, meeting preparation, and coordination with internal and external stakeholders.
• Assist the HR leadership team (HR Business & Operations, Talent, Total Rewards, and related areas) by organizing meetings, preparing agendas and materials, tracking action items, and ensuring timely follow-up.
• Coordinate logistics for HR communications, employee engagement activities, and recognition programs, including ordering and managing promotional items and branded materials in partnership with  Marketing & Communications.
• Maintain organized digital and physical files for HR initiatives, ensuring documentation, records, and reference materials are accurate and up to date.
• Support HR-wide reporting and presentation needs by preparing and formatting materials, slides, and summaries for leadership meetings.
• Serve as an administrative resource across the HR function to enhance coordination and ensure timely completion of deliverables.

KNOWLEDGE, SKILLS AND ABILITIES:

• Thorough knowledge of and skill in using personal computer in a Windows environment with an emphasis on word processing, spreadsheet, PowerPoint presentations, Zoom, Teams, and database applications and Internet usage.
• Ability to pay close attention to detail and to produce accurate work.
• Ability to effectively work in a multi-task environment and to coordinate and prioritize various activities and duties simultaneously.
• Ability to communicate orally and in writing effectively with employees, Physicians, management, and external business contacts and vendors in a courteous and professional manner. Must have knowledge of correct English and grammar usage.
• Ability to maintain confidentiality.
• Ability to work overtime and put forth extra effort when needed.  Position requires flexibility such as coming in early, staying late, or postponing lunch to accommodate department needs.
• Ability to process assigned duties in an efficient and organized manner.
• Ability to identify, research, and resolve problems and discrepancies.
• Ability to maintain patience and composure in difficult situations.
• Ability to identify emerging issues and to communicate them to management.
• Ability to perform basic mathematical cal