MD Program - Executive Assistant
About The Position
The Executive Assistant performs a wide variety of administrative duties in support of executives within Undergraduate Medical Education (UME), including the Vice Dean of Undergraduate Medical Education, Sr. Associate Dean of Curriculum, Assistant Vice President of Operations and Administration, and Director of Curricular Affairs. This role frequently involves interactions with high-level officials, board members, and leadership. The position requires the ability to act as an extension of the executives, anticipating their needs and planning ahead to manage their time effectively and efficiently. Key responsibilities include complex calendar management, coordination of travel, meetings, and events, as well as providing project support.
Requirements
- Associate degree in business administration (or related field of study) required and four years administrative assistant experience at the senior level required; or, an equivalent combination of education and experience.
- Independent judgment and initiative.
- Broad knowledge of operations and policies.
- Ability to build collaborative relationships.
- Detail oriented.
- Ability to meet deadlines.
- Ability to multi-task and prioritize.
- Proficiency in Microsoft Office programs.
- Proactively seeks ways to improve skills.
Responsibilities
- Calendar Management: makes decisions about requested meetings, discusses as appropriate, and schedules locations and resources needed
- Logistical Information Management Responsible for updating and maintaining the UME Comprehensive Email Spreadsheet by adding or subtracting faculty and staff in the appropriate tabs
- Responsible for updating and maintaining the UME Updated Hoteling and Conference Room Usage Spreadsheet Updating available first floor conference room and hoteling spaces
- Keeping record of regularly scheduled meetings in conference rooms
- Keeping record of regularly needed hoteling offices
- Responsible for entering room reservations into EMS for UME faculty and staff requesting a conference room or hotel space
- Communications Composes correspondence, signs on behalf of executives, or sends on behalf of executives, as appropriate
- Travel and Expenses Acts as a delegate on behalf of executives to arrange, book, and manage travel itineraries.
- Submits expense reimbursements on behalf of executives
- External Travel Management Arrange and book all travel (including, but not limited to airfare, car rental, hotel, ground transportation, restaurant reservations) for incoming search candidates on the faculty and staff level
- Work with executives to determine interview planning and put together itineraries for incoming search candidates
- Calendar invitations (with virtual links if necessary)
- Room reservations in EMS for interview spaces
- Breakfast/lunch options as needed
- Act as personal liaison to search candidates on the day(s) they are on-site
- Event Planning Working with the executives, assist with planning and executing events within UME including, but not limited to: UME Staff Retreats; End of Year Celebration; Education Grand Rounds; Drinks and Data; HPEI Symposium
- Secure location reservations, track expenses, and assist in the signing off of contracts as necessary
- Assist, as needed, with Student Affairs for events related the MD Program as a whole including, but not limited to: Orientation; White Coat Ceremony; Match Day; Commencement
- Functions as point of contact and representative for multiple Undergraduate Medical Education executives
- Responds to inquiries and sensitive questions in a professional manner and takes initiative to refer to the most appropriate contact
- Provides administrative support at meetings of significance
- Compiles confidential information using judgment and discretion as to appropriate action
- Contributes to a welcoming and inclusive environment
- Support other functions of UME, as needed
Benefits
- Paid Time Off programs
- Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
- Flexible Spending Accounts for eligible health care and dependent care expenses
- Family benefits such as adoption assistance and paid parental leave
- Defined contribution retirement plans with employer match and other financial wellness programs
- Educational Assistance Program
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
Number of Employees
1-10 employees
