Executive Assistant II, Dean's Office (College of Medicine-Phoenix)

The University of Arizona • Phoenix, AZ

2d • Onsite

About The Position

The Executive Assistant II provides a high level of administrative support to the Dean of the College of Medicine–Phoenix and reports to the Chief of Staff. The role manages day-to-day inquiries and office operations, triaging written, telephone, email, and in-person communications for the Dean, Chief of Staff, and Vice Deans. It requires strong organization, multitasking, attention to detail, and excellent writing, editing, and spelling skills.

The position manages calendars and complex meeting schedules, prepares reports and meeting materials, coordinates departmental meetings, and tracks action items and project deadlines. It also supports travel arrangements, office operations, visitors, faculty, and external organizations; handles confidential information; and helps ensure the Dean’s Office complies with University of Arizona and Foundation policies. The role may provide backup for other support staff and take on special projects as assigned.

Requirements

• Bachelor’s degree or equivalent advanced learning attained through professional-level experience.
• Three years of relevant work experience, or an equivalent combination of education and work experience.
• Excellent verbal and written communication skills, demonstrating high emotional intelligence.
• Ability to convey accurate and complete information and maintain strict confidentiality when required.
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
• Professional and friendly demeanor when interacting with a variety of individuals.
• Ability to interact with and assist the public in a professional, courteous, and service-oriented manner.

Responsibilities

• Track and maintain the Dean’s calendar and others’ calendars as assigned, coordinate complex meetings, and provide schedule and appointment reminders.
• Anticipate and identify needs, and assemble appropriate teams and resources to resolve issues and coordinate initiatives for the Dean’s Office.
• Arrange travel and itineraries for the Dean’s Office and visiting faculty, including physician recruits and visiting professors.
• Prepare meeting agendas, executive summaries, presentations, and other meeting materials.
• Handle confidential information and maintain its confidentiality.
• Attend procurement, travel, and Foundation training to stay current on rules and directives and support compliance with University and Foundation policies.
• Provide assistance to the Dean’s Office, Vice Deans, faculty, and outside organizations.
• Liaise with programs, departments, and agencies, providing guidance and necessary correspondence.
• Organize, edit, and develop program and presentation materials and detailed handouts; track projects, assignments, and deadlines for office events and projects.
• Manage departmental phone inquiries, distribute mail, maintain the conference room calendar, update email distribution lists, monitor office supply inventory, and address related issues.
• Answer incoming calls, assist visitors, triage requests, and relay messages to the Dean and relevant personnel.
• Serve as backup for other support staff positions as assigned by the Chief of Staff.
• Assist with special projects and other duties supporting the overall mission, as assigned.
• Coordinate office activities and operations to promote efficiency and compliance with University and College of Medicine–Phoenix policies.
• Oversee and resolve issues involving the Dean’s Office suite, including ancillary departments.

Benefits

• Health, dental, and vision insurance plans.
• Life insurance and disability programs.
• Paid vacation, sick leave, and holidays.
• Tuition reduction at the University of Arizona, Arizona State University, and Northern Arizona University for employees and qualified family members.
• Retirement plans.
• Access to University of Arizona recreation and cultural activities.
• Work-life programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level