Executive Assistant III

Medical University of South Carolina•Charleston, SC

1d•Onsite

About The Position

The Executive Assistant III provides advanced administrative, operational, and executive support to senior leadership within the Office of Communications and Marketing. This position supports the OCM leadership, including executive leadership, and exercises independent judgment in managing complex schedules, confidential matters, executive communications, and departmental priorities. The position also helps with administrative and operational tasks enabling execution of MUSC’s construction events and marketing sponsorships. The role functions as a primary administrative and communications hub for OCM, supporting operations, human resources coordination, financial and contract administration, and enterprise-wide engagement. The Executive Assistant III operates with a high degree of discretion, autonomy and proactive thought.

Requirements

Bachelor’s degree or equivalent combination of education and progressively responsible administrative experience.
Demonstrated experience providing advanced administrative support to senior executive or C‑suite leadership.
Proven ability to manage confidential information and sensitive communications.
Strong organizational, written, and verbal communication skills.
Proficiency with enterprise administrative, HR, scheduling, and financial systems.

Nice To Haves

Experience in higher education, healthcare, or public-sector environments.
Experience supporting multiple executives in a complex organization.
Experience with Workday, Symplr, and enterprise financial systems.

Responsibilities

Provides administrative and operational support for MUSC-hosted construction events, groundbreaking ceremonies, ribbon cuttings, donor recognition events, and other enterprise events.
Coordinates event logistics, including venue reservations, catering, audiovisual services, signage, supplies, parking arrangements, attendee tracking, and day-of-event administrative support.
Assists with the development and maintenance of event timelines, task lists, run-of-show documents, guest lists, invitations, RSVPs, and event materials.
Maintains sponsorship records, agreements, invoices, payment documentation, benefit tracking, and related administrative files.
Coordinates administrative processes associated with sponsorship requests, approvals, contract routing, renewals, reporting, and documentation.
Establishes, manages, and prioritizes the Chief’s complex calendar; evaluates and routes meeting requests using independent judgment.
Provides scheduling, meeting coordination, and follow-up support for the Deputy Chief the Executive Director team.
Assists with leadership travel arrangements and expense report submissions.
Coordinates leadership team and departmental meetings, retreats, and activities to ensure efficient execution.
Initiates meetings and coordinates agendas, materials, and participants for executive and enterprise engagements.
Arranges and manages executive travel and meetings; prepares and submits expense reports in Workday.
Maintains confidential executive files, records, and documentation.
Directs and manages special projects as assigned by the Chief.
Receives, screens, and responds to incoming correspondence, calls, and visitors; resolves inquiries or refers matters as appropriate.
Manages administrative issues and inquiries requiring coordination across departments.
Supports recruitment and workforce administration activities, including job postings, Classification & Compensation review coordination, Labor Committee approvals, onboarding, offboarding, and reclassifications.
Assists with timekeeping administration, personnel actions, and departmental communications.
Plans and coordinates OCM‑led events, including securing venues, catering, AV and event services, agendas, materials, and coordination with external speakers and guests.
Manages supply orders for the department and office.
Additional Duties as Assigned