Job Details

Executive Assistant to the Chair

Position Number: 6277232
Location: Salt Lake City, UT
Position Type: Executive Assistants

Executive Assistant to the Chair

Job Summary

The Department of Surgery is seeking a proactive, highly organized Executive Assistant to support the Department Chair. This role serves as the primary administrative partner to the Chair, managing complex calendars, communications, events, and special projects. The position requires sound judgment, discretion, attention to detail, and the ability to work independently in a fast-paced academic medical environment.

Responsibilities
Essential Functions

Calendar Management: Manages the Chair's complex and dynamic calendar, ensuring accurate scheduling of meetings, events, and travel with minimal conflicts.
Communication: Serves as the primary point of contact for all communications to and from the Chair's office. Manages email correspondence and telephone communications with professionalism and discretion.
Meeting Coordination: Coordinates internal and external meetings, prepares agendas, arranges for Co-Pilot or other tools, and tracks follow-up actions.
Travel Planning: Arranges comprehensive travel itineraries, including flights, accommodations, and transportation, and ensures timely submission of reimbursements.
Document & Records Management: Maintains confidential files, records, and documents in an organized and accessible manner.
Event Planning: Assists in planning and executing departmental events such as conferences, workshops, and award ceremonies. Orders catering and handles logistics as needed.
Administrative Support: Drafts, edits, and formats documents and presentations. Manages office supply inventory and handles expense reports and reimbursements.
Project Support: Provides research, data collection, and reporting support for special projects led by the Chair. Assists with implementation and tracking.
Purchasing & P-Card Reconciliation: Manages department and Chair-related purchases and accurately reconciles procurement card transactions.
Special Assignments: Completes ad hoc assignments and initiatives assigned by the Chair, often requiring collaboration with executive assistants and leaders across the institution.

Work Environment
Nearly continuously in an office environment.

Physical Requirements
Nearly continuously: sitting, hearing, listening, and talking.
Often: repetitive hand motion (typing), walking.
Seldom: bending and reaching overhead

Minimum Qualifications
Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor's degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Special Instructions

Requisition Number: PRN42091B
Full Time or Part Time? Full Time
Work Schedule Summary: weekdays
Department: 00256 - Surgery Administration
Location: Campus
Pay Rate Range: 39300 to 72700
Close Date: 9/3/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/183523