Executive Assistant (Mays Cancer Center)
About The Position
Under general supervision, responsible for providing advanced administrative support for senior management and executives. Responsibilities Prepares correspondence, memoranda, reports, or related documents and materials. Initiates routine and non-routine correspondence/memoranda as needed. Prepares and submits departmental requisitions, forms, reimbursements, and vouchers for vendors and staff. Monitors emails and assist with timely and appropriate responses for priority matters. Screens and routes calls and visitors, as appropriate, and resolves routine and complex inquiries. Utilizes assistance of one or more lower level secretaries on a reporting or project basis. Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements accordingly. Assists in directly organizing and obtaining documents needed for meetings. Drafts agendas, and prepares and distributes meeting minutes. Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes. Organizes and maintains files and key documents for appropriate record keeping. Serves as administrative liaison and first point of contact for resource to departments and offices within the institution regarding policies and procedures. Performs all other duties as assigned.
Requirements
- Ability to be self-directed in accomplishing the coordination and decision-making responsibilities of administrative processes.
- Efficiently uses time to identify short and long term priorities; fulfills realistic goals; and responds to schedules of others.
- Ability to maintain confidentiality of information, documents and materials.
- Demonstrated ability to effectively communicate verbally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
- Detail oriented with meticulous planning and organizational skills while balancing multiple priorities.
- Proficiency with Microsoft Office Suite.
Responsibilities
- Prepares correspondence, memoranda, reports, or related documents and materials.
- Initiates routine and non-routine correspondence/memoranda as needed.
- Prepares and submits departmental requisitions, forms, reimbursements, and vouchers for vendors and staff.
- Monitors emails and assist with timely and appropriate responses for priority matters.
- Screens and routes calls and visitors, as appropriate, and resolves routine and complex inquiries.
- Utilizes assistance of one or more lower level secretaries on a reporting or project basis.
- Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements accordingly.
- Assists in directly organizing and obtaining documents needed for meetings.
- Drafts agendas, and prepares and distributes meeting minutes.
- Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes.
- Organizes and maintains files and key documents for appropriate record keeping.
- Serves as administrative liaison and first point of contact for resource to departments and offices within the institution regarding policies and procedures.
- Performs all other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
Number of Employees
5,001-10,000 employees
