Executive Assistant - Dean of the College of Medicine

Penn State University • New York, NY

19h • Onsite

About The Position

The Dean of the College of Medicine is seeking an Executive Assistant in Hershey, PA. As Executive Assistant, the position will be responsible for providing high-level administrative support to the Dean of the College of Medicine. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information with confidentiality. The Executive Assistant will manage the Dean's schedule, coordinate meetings and events, handle correspondence, and act as a liaison between the Dean and various stakeholders. Reporting to the Chief of Staff, this role will collaborate with other senior leaders in the College of Medicine (COM) to ensure the successful execution of committee and project priorities set by the Office of the Dean. Additionally, this role is responsible for tracking outcomes and conducting analysis, as well as providing administrative support to the Office of the Dean. Situated within the Dean's Office, this position offers specialized services, gathers, and analyzes data and information, drafts reports, prepares presentations, , manages coordination, and provides administrative support for initiatives led by the Dean. These initiatives may involve interaction with senior leaders both internally and externally, including the administrative offices of the University Dean, the office of the Provost and President.

Requirements

• Bachelor’s degree
• 6+ years of relevant experience; or an equivalent combination of education and experience accepted
• Exceptional organizational and time management skills, with the ability to prioritize tasks effectively.
• Outstanding communication skills, both written and verbal, with a high level of professionalism.
• Proficiency in office productivity software such as Microsoft Office Suite, Adobe Acrobat and calendar management tools.
• Managerial acumen to build effective and inclusive working partnerships, both internally and externally.
• Outstanding organizational skills with ability to multitask
• Action and solution oriented
• Discretion and confidentiality in handling sensitive information and communications.
• Ability to work effectively under pressure and adapt to changing priorities in a fast-paced environment.
• Strong interpersonal skills and the ability to work collaboratively with diverse stakeholders.
• Flexibility to work occasional evenings and weekends as needed.

Nice To Haves

• 10+ years experience in executive support roles, preferably in an academic health system.
• Outstanding critical thinking and judgment, strong organizational skills, and the ability to be both confident and diplomatic in a complex environment.
• Strong interpersonal and listening skills to communicate with a wide range of constituents.

Responsibilities

• Schedule management: Efficiently manage the Dean's calendar, including scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate conflicting commitments to optimize the Dean's time.
• Correspondence and Communication: Handle incoming communication, including emails, phone calls, and written correspondence. Draft and edit correspondence on behalf of the Dean, ensuring accuracy and professionalism.
• Meeting Coordination: Coordinate meetings and briefings for the Dean, including agenda preparation, attendance tracking, and logistical arrangements. Provide necessary materials and ensure the Dean is adequately prepared for all engagements.
• Travel Coordination: Arrange domestic and international travel for the Dean and accompanying staff. Coordinate transportation, accommodations, visas, and other logistics to ensure smooth and efficient travel experiences.
• Information management: Maintain organized records and files, both physical and digital, related to the Dean's activities, initiatives, and correspondence. Ensure information is easily accessible and secure.
• Event Planning: Assist in the planning and execution of official events, ceremonies, and functions involving the Dean. Coordinate with internal staff, external partners, and vendors to ensure successful outcomes.
• Liaison and Representation: Serve as a primary point of contact for internal and external stakeholders seeking access to the Dean. Represent the Dean's office with professionalism and diplomacy in interactions with government officials, business leaders, and the public.
• Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and discretion. Maintain strict confidentiality protocols and exercise sound judgment in all communications and interactions.
• Administrative Support: Provide general administrative support to the Dean's office as needed, including drafting documents, preparing presentations, and performing other tasks to facilitate the efficient operation of the office. Manage special projects as assigned by the Dean. Provide business process improvement support to the Office of the Dean
• Preparation of draft materials specific to key initiatives.
• Direct communication with involved departments at the COM, PSH, PSMSHMC and the University at large.
• Creation of deliverables (output reports, recommendations, PowerPoint presentations), taking and distribution of meeting minutes, creation, and distribution of review materials for meetings.
• Management of the Dean’s office structure to maintain continuity throughout the office and the staff.
• Day- to-day management with the staff weekly to review work priorities and execution goals as dictated by the COM Dean. This role also manages the invoice review and processing for external contractors.
• Meeting scheduling and agenda preparation
• Participate in regular meetings with staff and personnel who directly interact with the office of the dean.
• Coordinate initiatives identified by the Dean.
• Scheduling of initiative projects or programs being driven by the Dean’s office in conjunction with the identified leaders.
• Communicate regularly with executive sponsors and stakeholders.
• Serve as liaison to operational units (at COM and University Park) that are impacted by the initiatives and projects, depending on scope of the work and deliverables.
• Collect information for data gathering for key stakeholder groups.

Benefits

• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
• In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
• One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees