Executive Assistant II

University of Arkansas for Medical Sciences•Little Rock, AR

About The Position

The Executive Assistant II will provide high-level administrative support to the Department Chair and Assistant Chair, ensuring smooth daily operations of multiple projects for executive-level management. This position anticipates the needs of departmental leadership and proactively brings together the appropriate people and resources to support informed decision-making and timely issue resolution. Serving as a primary point of contact for internal and external stakeholders, the Executive Assistant II manages complex scheduling, coordinates departmental activities, and supports a wide range of initiatives with professionalism, discretion, and minimal oversight. The role is essential to maintaining efficient departmental operations and delivering exceptional service.

Requirements

Bachelor's degree plus three (3) years of administrative or related experience or High School diploma/GED, plus seven (7) years of administrative or related experience required.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

Responsibilities

Provide executive-level administrative support to the Department Chair and Assistant Chair.
Coordinate day-to-day departmental operations with minimal supervision.
Serve as liaison and primary point of contact for other programs, departments, and agencies, offering guidance and appropriate correspondence.
Manage the Chair’s calendar and oversee departmental conference room scheduling.
Create, edit, and prepare program and presentation materials.
Coordinate departmental travel, including preparing itineraries, processing travel authorizations, and submitting reimbursements in partnership with UAMS Travel.
Arrange travel-related logistics for recruitment activities.
Reconcile departmental credit card expenses in collaboration with Travel and Procurement.
Provide backup support to the Procurement Specialist.
Approve and process payroll for all hourly employees.
Coordinate and execute departmental special events.
Serve as a point of contact for service requests, equipment needs, and repairs.
Responsible for departmental inventory, management, and organization.
Maintain overall department upkeep, ensuring common areas and shared resources remain orderly and functional.
Support monthly faculty meetings, including scheduling, preparing agendas, and distributing materials.
Perform additional tasks as assigned to support departmental operations.