Executive Assistant

Bachelor's degree or equivalent plus 5 years of related experience

• At least three years of progressively responsible administrative support experience in a professional office environment, including direct support for senior-level or executive leadership.
• At least three years of experience coordinating complex calendars, meetings, travel arrangements, projects, and executive communications involving multiple internal and external stakeholders.
• Background supporting executive leadership within higher education, healthcare, academic medicine, government, or another large, complex organization.
• Familiarity with coordinating executive-level meetings, leadership committees, advisory groups, and special events, including preparing agendas, compiling materials, recording minutes, and tracking follow-up items.
• Proficiency in drafting, editing, and formatting executive correspondence, reports, presentations, briefing materials, and other professional communications.
• Familiarity with university administrative systems, policies, and business processes related to human resources, finance, procurement, travel, records management, and facilities.
• Proven ability to build effective working relationships and communicate professionally with senior leaders, faculty, staff, students, donors, community partners, and other internal and external stakeholders.
• Demonstrated discretion and sound judgment when managing confidential personnel, financial, academic, and organizational information.
• Record of successfully supporting strategic initiatives and executive operations through project coordination, timeline management, information gathering, and follow-through

• Ability to exercise sound judgment, professionalism, diplomacy, and discretion when handling confidential information.
• Exceptional organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills.
• Strong attention to detail and commitment to producing high-quality work.
• Ability to compose, edit, proofread, and format professional correspondence, reports, presentations, and meeting materials.
• Strong project coordination and administrative support skills.
• Ability to establish productive working relationships with faculty, staff, students, University leadership, and external stakeholders.
• Ability to work independently while exercising initiative and sound decision-making.
• Proficiency with Microsoft Office, Outlook, Teams, Adobe Acrobat, and other office productivity software

• Provide executive-level administrative support to the Dean and members of the senior leadership team.
• Manage complex calendars, schedule meetings, coordinate travel, and prioritize competing requests.
• Coordinate meeting logistics, prepare agendas, compile meeting materials, and distribute minutes and follow-up items.
• Screen and prioritize correspondence, telephone calls, and requests requiring executive attention.
• Prepare correspondence, reports, presentations, briefing materials, and other executive communications.
• Exercise discretion in handling confidential and sensitive information.

• Coordinate administrative projects and initiatives on behalf of the Dean's Office.
• Track action items, deadlines, and follow-up activities for leadership meetings and strategic initiatives.
• Coordinate document routing, approvals, and executive signatures.
• Maintain executive files, records, and administrative documentation.
• Assist with departmental purchasing, travel, reimbursements, and other administrative processes as assigned.

• Coordinate executive meetings, advisory boards, committees, retreats, and special events.
• Prepare meeting materials, briefing documents, presentations, and supporting information.
• Coordinate logistics for visitors, guest speakers, donors, and external partners.
• Support commencement, orientation, faculty meetings, accreditation visits, and School events.
• Coordinate meeting follow-up and maintain committee records.

• Serve as a primary administrative liaison between the Dean's Office and faculty, staff, students, University offices, healthcare partners, donors, alumni, and community stakeholders.
• Respond to inquiries and direct requests to appropriate individuals or departments.
• Assist with drafting and proofreading executive correspondence and communications.
• Maintain professionalism, confidentiality, and exceptional customer service in all interaction

• Maintain knowledge of University policies, administrative procedures, and office technologies.
• Participate in professional development opportunities and administrative initiatives.
• Recommend improvements to administrative processes and office operations.
• Perform other duties as assigned