Executive Assistant School of Medicine

Tufts University•Boston, MA

13h

About The Position

The Office of the Dean is responsible for the academic and administrative functions of Tufts University School of Medicine, including overseeing the School’s academic programs and departments, the teaching and research enterprises, student services, and campus buildings and facilities. Within the Office of the Dean, this Executive Assistant will support the Executive Associate Dean (EAD) and the Vice Dean for Academic Affairs (VDAA). The Executive Associate Dean serves as the school's chief administrative officer, providing strategic leadership and oversight for planning, operations, finance, workforce, facilities, research support, and institutional priorities in partnership with the Dean and university leadership. The Vice Dean for Academic Affairs provides strategic leadership to advance educational excellence, faculty development and advancement, graduate and continuing medical education, and a collaborative academic environment that supports the mission and long-term success of the School of Medicine.

Requirements

Associate's Degree
5 years of related experience
Proven track record of proactively managing complex schedules
Proactive approach to daily responsibilities
Superior written and oral communications skills
Ability to work with confidential information and data
Ability to manage competing priorities in a fast-paced environment
Ability to anticipate needs and proactively solve problems
Strong project management skills
Ability to take initiative and ownership of projects
Proficiency with MS Office applications
Detail oriented with excellent organizational skills
Strong interpersonal skills

Nice To Haves

Bachelor's Degree
7-10 years of experience
Experience in a higher education, healthcare, or not-for-profit setting
Familiarity with medical schools and/or health care organizations

Responsibilities

Managing and prioritizing a high volume of meeting requests on very complicated calendars
Organizing and planning logistics of meetings, retreats, and other events and initiatives
Organizing and planning travel arrangements
Assisting the executives in managing and prioritizing communications with internal and external constituencies
Editing, proofreading, and composing slide decks, correspondence, and reports
Following up on action items
Participating in or leading assigned projects for the executive's office
Proactively manages and prioritizes executives’ schedule of meetings, including managing high volume of overlapping requests, resolving calendar conflicts, and managing recurring meetings
Arranges for rooms, audio visual, and other meeting needs
Prepares relevant materials (some confidential) for meetings; including agendas, meeting notes/minutes, action item tracking and follow up
Attends and provides staff support as appropriate
Provides support for presentations, including slide preparation, editing/proofreading, and creation of other necessary materials
Participates in and manages special projects as required, including, but not limited to: Relationship management of clinical affiliates (creating and maintaining visit tracking system, collating evaluation data and action items in preparation for visit, tracking/managing action items and visit follow up), Support for exploration of new academic programs and/or new administrative initiatives, Support for key projects and priorities as overseen by the EAD and/or VDAA in alignment with the School’s mission, vision, and strategic plan