Executive Assistant

Brown University•Providence, RI

5d•Hybrid

About The Position

This position provides critical, high-level administrative support to the Vice President for Clinical Affairs and Strategy and the Chief Operating Officer in a fast-paced, changing environment. The Executive Assistant manages complex calendars and scheduling; coordinates meeting preparation and travel; creates PowerPoint presentations; edits and writes correspondence; participates in special projects; handles phone calls; and maintains electronic and paper files. The role proactively organizes schedules that may involve highly sensitive or confidential matters and serves as the executives’ first point of contact. The position also processes and tracks financial transactions within the Office of the Dean of Medicine, including account reconciliations, check requests, interdepartmental invoices, professional service agreements, and expense reports. It provides ad hoc support to the Senior Associate Dean for Clinical Leadership and External Affairs and collaborates with the Dean’s administrative support team to provide assistance and coverage as needed. The position is hybrid, with 37.5 scheduled hours per week.

Requirements

Bachelor’s degree and 1–2 years of progressively responsible experience in executive support, office operations, financial coordination, or program administration, or an equivalent combination of education and experience.
Sound judgment, discretion, and professionalism when handling sensitive and confidential matters in a fast-paced, complex environment.
Strong organizational, planning, and time-management skills, including the ability to manage competing priorities and follow through across multiple workstreams.
Excellent written and verbal communication skills and ability to interact effectively with students, trainees, faculty, staff, and external stakeholders.
Ability to coordinate and manage complex administrative workflows, including scheduling, communications, and program or event logistics across multiple stakeholders.
Ability to identify issues, anticipate needs, and proactively escalate or resolve operational challenges with minimal supervision.
Proficiency in Microsoft Office Suite and Google Workspace, and ability to learn and use enterprise systems such as Workday.
Experience with virtual meeting platforms such as Zoom or WebEx and with supporting hybrid meeting and event environments.
Criminal background check and education verification required.

Nice To Haves

Senior-level executive administrative support experience.
Experience in a university or academic medical center setting.
Experience supporting programs, events, or multi-stakeholder initiatives.

Responsibilities

Manage the Vice President for Clinical Affairs and Strategy and Chief Operating Officer’s complex calendars and scheduling.
Coordinate meeting preparation and travel arrangements.
Create PowerPoint presentations and edit and write correspondence.
Participate in special projects and answer and place phone calls as needed.
Manage electronic and paper files on an ongoing and timely basis.
Organize the executives’ schedules, including matters that may be highly sensitive or confidential.
Serve as the first point of contact for the Vice President for Clinical Affairs and Strategy and Chief Operating Officer.
Process and track financial transactions, including account reconciliations, check requests, interdepartmental invoices, professional service agreements, and expense reports.
Provide ad hoc support to the Senior Associate Dean for Clinical Leadership and External Affairs.
Collaborate with the Dean’s administrative support team and provide assistance and coverage as needed.