Executive Coordinator, Academic & Biomedical Operation
About The Position
We are seeking an Executive Coordinator to support Dr. Terrence Geiger, SVP and Deputy Director, Academic & Biomedical Operations. The ideal candidate will have excellent written and verbal communication skills, be highly detail-oriented, and possess a demonstrated ability to be flexible and creative in a fast-paced environment. Additionally, the Executive Coordinator provides support in organizing departmental budgets, monitoring expenses, and assisting with effective resource allocation. The role establishes and maintains processes that enhance the effectiveness and efficiency of departmental operations. The Executive Coordinator exercises sound judgment and discretion in handling confidential information, serves as the primary communication liaison for the executive, coordinates special events, and manages the Executive’s calendar with a high level of accuracy and professionalism. Please note: all candidates must submit a cover letter to be considered for the position.
Requirements
- High school diploma/GED required.
- 8+years' experience in administration or related area.
- Substantial experience planning/ coordinating events including coordination and vendor management.
- Substantial experience managing communication with stakeholders including senior leaders.
- Substantial experience in document management, reporting and analysis.
- Substantial experience working with office technologies including Microsoft Office (Word/ Excel/ Power point etc.).
Nice To Haves
- Bachelor's degree preferred.
- Bachelor's degree and 2+ years' experience in administration or related area.
- Ability to manage multiple projects: Demonstrates strong capacity to plan and coordinate several initiatives simultaneously in a fast‑paced, deadline‑driven environment.
- Exceptional communication skills: Excels in written and verbal communication, with the ability to create clear, professional materials.
- Team‑focused collaborator: Works effectively with colleagues and communicates ideas objectively and constructively.
- Strong organizational abilities: Possesses excellent time‑management skills and can strategically prioritize competing tasks.
- Technical proficiency: Skilled in the Microsoft Office suite, with experience producing reports and polished presentations.
Responsibilities
- Serve as the communication liaison and key administrative contact for the department on matters related to meeting scheduling, event management, coordination, logistic management, vendor management, coordination with other teams on matters of financial systems etc.
- Prepare ad hoc and recurring reports, analyze trends and communicate insights, independently.
- Support the planning and coordination of department or organization wide events/ meetings.
- Work with departmental and institutional managers to manage and monitor the department budget.
- Take lead in coordination of small projects/ activities and/or provide significant support to large/ special projects.
- Support the Senior Vice President, managing their calendars, scheduling meetings & travel, CVs and bio sketch management, events & supporting special projects.
- Oversee & manage recruitment process by developing & coordinating itineraries for departmental visitors or new recruits including senior members.
- Contribute to the creation of documents (i.e., presentations/ manuscripts/ grant writing, etc.) with higher independence, delegating to others and providing guidance and assistance to others.
- Support the management of compliance issues.
- Mentor junior members of admin team.
- Perform other duties as assigned to meet the goals and objectives of the department and institution.
- Maintains regular and predictable attendance.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
