Executive Assistant Visa Sponsorship Jobs in New Jersey

Position Details

Recruitment/Posting Title Executive Assistant

Job Category Staff & Executive - Administrative & Support

Department RWJ - Neurosurgery

Overview

New Jersey’s academic health center, Rutgers Biomedical and Health Sciences (RBHS) takes an integrated approach to educating students, providing clinical care, and conducting research, all with the goal of improving human health. Aligned with Rutgers University–New Brunswick and collaborating university wide, RBHS includes eight schools, a behavioral health network, and five centers and institutes that focus on cancer treatment and research, neuroscience, advanced biotechnology and medicine, environmental and occupational health, and health care policy and aging research.

Our faculty are teachers, clinicians, and scientists with unparalleled experience who advance medical innovation and provide patient care informed by the latest research findings. We offer an outstanding education in medicine, dentistry, pharmacy, public health, nursing, biomedical research, and the full spectrum of allied health careers.

Our clinical and academic facilities are located throughout the state—at Rutgers University–New Brunswick, including Piscataway; and at locations in Newark, Scotch Plains, Somerset, Stratford, and other locations. Clinical partners include Robert Wood Johnson University Hospital in New Brunswick, Newark’s University Hospital in Newark, and other affiliates.

Through this community of healers, scientists, and scholars, Rutgers is equipped as never before to transform lives.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Executive Assistant for the department of Neurosurgery at the Robert Wood Johnson Medical School.

The Executive Assistant provides high-level, confidential administrative support to the Neurosurgery Chair (primary) and assigned section Chiefs (secondary). Serving as their primary point of contact, this individual independently manages complex scheduling, coordinates travel and oversees special departmental projects with great discretion and professionalism. The ideal candidate multi-tasks seamlessly, is an extremely detail-oriented professional, collaborates effectively across teams, and operates with minimal supervision.

Among the key duties of this position are the following:
- Manage the Chair and assigned section Chiefs complex calendars including scheduling appointments, preparation of materials, arranging and coordinating logistics, making travel arrangements and processing reimbursements. Meet with Chair and section Chiefs regularly to review tasks and calendars for the purpose of ensuring smooth flow of work and maintaining organizational systems.
- Serve as the primary gatekeeper, liaison, and contact for the Chair and assigned section Chiefs for all internal and external constituencies. Reviews incoming correspondence and paperwork to minimize the Chair’s/Chiefs efficiency. Redirects items which do not require the Chair’s/Chiefs attention to the appropriate person/department.
- Oversee logistics for high-level meetings, events and on-campus guests, prepare agendas and other supporting documents/materials for meetings, create briefings and conduct high level research, create presentations, edit executive documents, and attend meetings as needed for the purpose of taking notes and assisting with follow-up in a timely manner.
- Act as a liaison to committees and supports special projects under the guidance of the Chair, section Chiefs and Sr Director of Administration.
- Input and maintain Attendings on-call schedule into Qgenda and Anserve.
- Assist the Chair and Senior leadership in coordinating and implementing academic, clinical, research, administrative, and operational tasks.

FLSA Exempt

Grade 28S

Salary Details

- Minimum Salary 95926.000
- Mid Range Salary 121346.000
- Maximum Salary 146766.000

Offer Information

The final salary offer may be determined by several factors, including, but not limited to, the candidate’s qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university’s broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Benefits

Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:
- Medical, prescription drug, and dental coverage
- Paid vacation, holidays, and various leave programs
- Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
- Employee and dependent educational benefits (when applicable)
- Life insurance coverage
- Employee discount programs

Position Status Full Time

Working Hours

- Standard Hours 37.50
- Daily Work Shift Day

Work Arrangement

This position requires a fully on-site work arrangement.

Union Description MPSC - Legacy UMD

Payroll Designation PeopleSoft

Seniority Unit

Terms of Appointment Staff - 12 month

Position Pension Eligibility ABP

Qualifications

Minimum Education and Experience

- Bachelor’s degree in Business Management or a related discipline, plus five (5) years of progressively more responsible administrative experience in business, education, health care or similar environment.
- Equivalent education, experience and/or training may be substituted for the degree requirements.

Required Knowledge, Skills, and Abilities

- Exceptional written and verbal communication skills.
- High level organization skills.
- Experienced with software such as Microsoft Office.
- Ability to work independently, exercise sound judgment, and execute tasks with high autonomy.
- Ability to manage multiple high-priority projects simultaneously under tight deadlines.
- Complete all duties with a high level of confidentiality and professionalism.

Preferred Qualifications

- Demonstrated history of maintaining strict confidentiality and a high level of professionalism.
- Previous experience supporting executive leadership, Department Chairs, or clinical Section Chiefs.
- Proficiency with specialized scheduling and call-rotation software, specifically Qgenda and Anserve.
- Strong background in managing complex calendars, travel logistics, and expense reimbursement systems.

Physical Demands and Work Environment

- Physical Demands: Standing, sitting, walking, talking and hearing. Experience working in a fast-paced environment. No special vision requirements. Lifting up to 25lbs.
- Work Environment: Office, research and clinical work environments. Moderate noise and foot traffic.

Special Conditions

Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you have a Bachelor's degree in Business Management or a related discipline, plus five years of progressively more responsible administrative experience in business, education, health care or similar environment?
  • Yes
  • No

Applicant Documents

Required Documents

- Resume/CV

Optional Documents

- Cover Letter/Letter of Application