Executive Assistant - Population Health Institute

Creighton University•Omaha, NE

About The Position

The Executive Assistant provides comprehensive administrative support to the Population Health Institute (IPH). This role involves managing complex executive calendars, coordinating institute-wide administrative functions, supporting events and projects, assisting with financial processes, and contributing to operational improvements. The Executive Assistant will serve as a key point of contact for internal and external stakeholders, ensuring professional and efficient operations within the institute.

Requirements

High school diploma or equivalent; some college and/or associate degree.
Five or more years of administrative and/or office management experience or equivalent experience.
Demonstrated skill in complex calendar management, including interpreting priorities, anticipating scheduling needs, and proactively resolving conflicts.
Exceptional organization, attention to detail, and follow-through; ability to manage multiple deadlines and adapt to competing, frequently changing priorities.
Ability to work independently, anticipate needs, initiate work, analyze problems, and propose practical solutions while keeping leadership appropriately informed.
Strong relationship-building and customer service skills; ability to represent IPH professionally and work effectively with diverse university and community stakeholders.
Excellent written and verbal communication, including tactful handling of sensitive requests and competing expectations.
Sound professional judgment, discretion, and ability to safeguard confidential executive, personnel, financial, and stakeholder information.
Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint; ability to learn new software and administrative systems.
Ability to navigate complex organizational processes, coordinate across departments, and improve administrative workflows.
Commitment to IPH’s mission and collaborative work to improve population health and advance health equity.

Nice To Haves

Bachelor’s degree in a related field preferred.
Knowledge and experience in higher education preferred.

Responsibilities

Manage complex executive calendars by interpreting priorities in the context of IPH goals, deadlines, and stakeholder needs.
Anticipate conflicts, independently develop solutions within established authority, and seek direction when competing commitments require leadership decisions.
Protect time for preparation and focused work; confirm meeting purpose, participants, logistics, and materials.
Coordinate travel and itineraries; prepare agendas, briefing materials, correspondence, reports, and confidential summaries; maintain meeting minutes and follow-up reminders.
Keep leadership informed of schedule changes, commitments, and emerging needs.
Serve as a professional, welcoming point of contact for faculty, staff, students, health system partners, community organizations, and other stakeholders.
Respond to and route calls, email, mail, and requests with discretion and timely follow-through.
Build productive relationships across university offices and external organizations to navigate processes and resolve problems.
Maintain shared calendars, contact lists, directories, templates, records, and administrative systems that support consistent operations across IPH.
Coordinate administrative logistics for seminars, symposia, retreats, IPH events, stakeholder meetings, and other institute-related activities.
Arrange registration, space, catering, materials, communications, and day-of logistics in collaboration with event leads.
Coordinate visitor itineraries, accommodations, meeting arrangements, and transportation as needed.
Provide administrative coordination for selected projects, committees, workgroups, and strategic initiatives.
Schedule meetings, organize documentation, track action items and timelines, and follow up with responsible parties.
Identify delays or unresolved issues and bring them to the appropriate lead with proposed next steps.
Assist with purchasing, office supplies, reimbursements, invoices, expense reports, contracts, event expenses, and other university processes.
Prepare travel and expense reimbursements, maintain supporting documentation, and coordinate with responsible university offices to support accurate and timely processing.
Coordinate onboarding logistics for staff, students, interns, and visitors; maintain orientation materials and administrative resources.
Identify and implement approved improvements that streamline processes, reduce duplication, and strengthen information flow.
Anticipate recurring needs, troubleshoot administrative problems, and adapt workflows as Institute priorities change.