Sr Administrative Assistant - Anesthesiology, Critical Care & Pain Med - Clinical

Sr. Administrative Assistant opportunity in Anesthesiology.  The ideal candidate must have a high school diploma or equivalent and at least five years of administrative/secretarial experience.

Preferred candidates will have proficiency in Microsoft Office applications, including Teams, PowerPoint, Word, and Excel, with prior administrative support experience. Concur experience is highly preferred. 

The ideal candidate can coordinate leadership meetings, create professional presentations, and demonstrate strong organizational and time-management skills. Success in this role requires the ability to manage multiple priorities, work independently and collaboratively, and deliver high-quality results in a fast-paced environment.

What’s in it for you:

Make a meaningful impact in a nationally recognized healthcare environment by supporting Division leadership and coordinating high-profile educational programs, Grand Rounds, visiting professorships, and strategic initiatives that advance patient care, research, and medical education.

Build your professional skills and visibility through direct partnership with executive and physician leaders, gaining experience in event management, executive support, presentation development, travel coordination, financial processes, and complex project management.

Enjoy a collaborative and rewarding work environment with a consistent Monday–Friday day-shift schedule, hybrid flexibility (on-site at least three days per week), and the opportunity to work independently while contributing to a dynamic, team-oriented division.

Shift: Monday– Friday day shift (on-site at least 3 days a week)

Salary: $45,500 minimum $57,000 midpoint $68,500 maximum

KEY FUNCTIONS

Program & Event Leadership (Grand Rounds & Division Initiatives)

Leads the planning and execution of division-wide, high-visibility programs, including Grand Rounds, M&M conferences, visiting professorships, and special events, ensuring alignment with clinical, educational, and strategic priorities.

Partners with Division and Department leadership to develop agendas, coordinate speakers, and ensure programming reflects current initiatives and institutional standards.

Maintains end-to-end ownership of program logistics, including speaker coordination, travel arrangements, CME compliance tracking, required documentation, and preparation of agendas, minutes, and presentation materials.

Executes time-sensitive travel coordination for visiting professors and speakers, consistently meeting 24–48-hour turnaround expectations while ensuring compliance with institutional policies.

Manages expense tracking and Concur reimbursements, ensuring accuracy, timeliness, and adherence to financial guidelines.
Serves as the primary liaison for internal and external stakeholders, including faculty, executive assistants, vendors, and partner institutions, ensuring clear communication and seamless coordination.

Oversee on-site execution, including audio/visual coordination and real-time issue resolution to ensure a professional and seamless experience.
Supports additional division initiatives and special events, providing project coordination and operational support as needed.

Administrative Operations & Division Support

Provides advanced administrative and operational support across the division, ensuring continuity of operations and efficient execution of daily activities.

Supports division-wide processes and serves as secondary support for centralized, high-volume faculty travel coordination and Concur reimbursements, ensuring accuracy, timeliness, and compliance with institutional guidelines

Coordinates scheduling for recurring leadership meetings, didactic lectures, and division events, managing multiple priorities simultaneously.
Supports division operations through tracking of faculty documentation, maintaining records, and assisting with operational workflows.

Assists with shared resources including conference space coordination and office operations.

Develops and supports agenda planning for leadership meetings, ensuring alignment with priorities and key initiatives

Reconciles PTO and CME logs for division leadership, ensuring accuracy and timely tracking

Executive & Leadership Support

Provides advanced administrative support to Division leadership, including the Division Administrator with responsibility for strategic calendar management, prioritization of competing demands, and alignment of leadership activities.

Coordinates travel and reimbursement processes, ensuring compliance with institutional policies and timelines.

Works in close coordination with the Division Head to ensure seamless executive support and continuity of executive operations and demonstrating a high level of discretion, judgment, and professionalism.

Acts as a trusted partner to leadership, proactively managing scheduling needs, anticipating conflicts, and supporting executive priorities.