Executive Assistant - PCPHSL Administration

University of Arkansas System•Little Rock, AR

About The Position

The Executive Assistant manages the Primary Care & Population Health Service Line (PCPHSL) office and serves as a central liaison and initial point of contact for the Senior Service Line Administrator, Nursing Director, and Assistant Service Line Administrator. The role coordinates executive meetings with internal and external stakeholders and prepares itineraries for executive staff and guests. The position manages complex projects and medium-sized initiatives, identifying needed resources and developing schedules to support timely implementation and execution of strategic plans. It also provides executive-level project support, coordinates communication and logistics, tracks deliverables, and assists service-line leadership with calendars, travel, reimbursements, and events.

Requirements

Bachelor's degree plus two years of administrative or related experience, or a high school diploma/GED plus six years of administrative or related experience.

Responsibilities

Provide support for executive-level projects and assignments at the direction of the Senior Service Line Administrator, Nursing Director, and Assistant Service Line Administrator.
Promote, organize, assist with, communicate about, and develop timelines and goals for projects.
Manage daily project logistics and related communications.
Ensure documentation and communications are timely and organized.
Manage project reporting, including tracking critical steps, outcomes, and deliverables.
Provide a high level of customer service to stakeholders.
Collect and consolidate data.
Serve as a liaison among key stakeholders, staff, leadership, consultants, partners, visitors, and interdepartmental team members.
Ensure information flows to and from service-line leadership through forums, correspondence, speeches, conferences, retreats, and other venues.
Follow organizational policies and procedures to ensure appropriate decision-making protocols are followed.
Track, monitor, and follow the progress of projects, action items, and strategies originating from the director.
Initiate follow-up meetings and communications for key stakeholders as directed.
Review correspondence and draft responses for the director, or forward correspondence to the appropriate person.
Manage and oversee calendars to meet scheduling requests.
Manage travel accommodations for service-line leadership.
Process travel reimbursements, ensuring proper documentation and compliance with UAMS guidelines.
Assist with coordinating and planning assigned events.
Perform other duties as assigned.