Executive Administrative Assistant - School of Medicine, Office of the Dean

Emory•Atlanta, GA

1d•Hybrid

About The Position

Reporting to School of Medicine executive leadership, the Executive Administrative Assistant (EAA) is a critical member of the Dean’s office team. The EAA will have primary responsibility for all functions related to executive leadership calendars, schedules, and events. Responsibilities also include expense reconciliation and management/organization of necessary documents/files (like SharePoint). The ideal candidate must have excellent organization and writing skills and demonstrated experience supporting executive-level leaders in a complex and high-demand environment. This role requires the ability to successfully manage multiple tasks simultaneously while engaging with a range of university and school leaders with the highest level of professionalism. The position provides administrative support to the highest level of administration within the organization, primarily consisting of board-approved or reviewed executives and central senior academic and administrative deans reporting to the Provost or Dean of the School of Medicine, such as a Dean of a College or School, Vice President, President or Chief Executive Officer of an affiliate.

Requirements

Excellent organization and writing skills
Demonstrated experience supporting executive-level leaders in a complex and high-demand environment
Ability to successfully manage multiple tasks simultaneously
Ability to engage with a range of university and school leaders with the highest level of professionalism
Bachelor's degree in business administration, communications or a related field and three years of office administration or senior secretarial experience, or equivalent combination of experience, education, and training
Previous experience with various personal computer software applications
Ability to type or keyboard 60 accurate words per minute (may be required)

Responsibilities

Have primary responsibility for all functions related to executive leadership calendars, schedules, and events
Expense reconciliation
Management/organization of necessary documents/files (like SharePoint)
Handle meeting and conference logistics
Prepare and monitor budgets and project proposals
Research and compile information for reports and presentations, including chart and graph preparation
Manage office preparations
Maintain calendar for one or several executives and ensure appropriate preparation for daily activities
Coordinate domestic or foreign travel arrangements
Review incoming correspondences to executive and forward appropriately or, based on a knowledge of recipient's views, may respond for them
Lead meetings addressing specific operational issues and develop recommendations and action plans towards their resolution
Assist in the administration and interpretation of policies and procedures for the organization and department
Supervise and schedule clerical and secretarial staff
Initiate paperwork for employee transactions
Assist in investigating and resolving employee issues or concerns
Act as a spokesperson for departmental inquiries
Perform related responsibilities as required