Executive Assistant - College of Public Health

Details

Posted: 2026-06-11

Type: Full-time

Categories: Administrative/Support, Staff/Administrative

Internal Number: R152921

The Executive Assistant for the College of Public Health provides executive-level administrative and operational support to the Associate Dean for Research (30%), Associate Dean for Academic and Student Affairs (20%), Associate Dean for Undergraduate Studies (20%), and Chair of the Division of Epidemiology (20%) within the College of Public Health. The remaining effort (10%) supports college-wide initiatives, events, and special projects.

This position serves as a key administrative resource for assigned leaders, coordinating schedules, communications, meetings, travel, and operational activities. The Executive Assistant exercises discretion and professionalism in handling sensitive and confidential matters and serves as a liaison with faculty, staff, students, university offices, and external constituents. The position supports multiple priorities simultaneously while ensuring the efficient flow of information and day-to-day operations across assigned areas. Working with limited day-to-day supervision, the Executive Assistant manages a broad range of responsibilities while maintaining a high level of professionalism, discretion, customer service, and attention to detail.

Responsibilities:

• Coordinate and manage calendars, meetings, and priorities for assigned college leaders.
• Prepare agendas, briefing materials, presentations, and meeting documentation.
• Coordinate domestic and international travel arrangements and related reimbursements.
• Draft, edit, and distribute correspondence, reports, and communications on behalf of assigned leaders.
• Serve as a liaison between leadership, faculty, staff, students, university offices, and external stakeholders.
• Provide administrative support for meetings, committees, workgroups, and other leadership activities, including scheduling, logistics coordination, preparation of materials, and documentation.
• Manage sensitive and confidential information with discretion and sound judgment.
• Support special projects and college initiatives by coordinating timelines, communications, and administrative processes.
• Coordinate logistics for college events, leadership meetings, retreats, and recognition activities, including vendor and facility arrangements.
• Monitor and facilitate the timely completion of administrative actions and follow-up items on behalf of assigned leaders.
• Serves as backup to the Executive Assistant to the Dean, providing continuity of operations and administrative support for the Dean's Office as needed.
• Other Duties as assigned

Work Schedule:

Monday Friday, First Shift

The College of Public Health believes in a healthy work/life balance, therefore, the work arrangement for this position is hybrid (i.e., remote and in-office), subject to change based upon the needs of the organization and as determined by College Leadership.

Physical Requirements:

Work is performed primarily in an office setting and involves extended periods of sitting and use of a computer and keyboard. The role may require occasional standing, walking, and moving between work locations to attend meetings or access materials. May require the ability to lift up to 25 pounds with or without reasonable accommodation. These physical requirements are representative of those needed to perform the essential functions of this position, with or without reasonable accommodation.

Minimum Required Qualifications

• Bachelor's degree or equivalent experience

Preferred Qualifications

• Advanced degree in relevant field may be desirable
• 4-8 years of relevant experience preferred.
• 2 years of relevant experience including: Experience providing executive administrative support in a higher education or college setting; and Experience with complex schedules and creating technology solutions to increase efficiency.
• Strong written and verbal communication skills with demonstrated ability to exercise discretion and confidentiality
• Proficiency in Microsoft Office (Word, Outlook, Excel, One Drive, PowerPoint) and project management
• Experience managing office procedures, best practices, and high-priority projects
• Exceptional organizational, problem-solving, and prioritization skills
• Ability to juggle multiple projects while maintaining a solution-oriented mindset.

Pay Range: $24.52-$32.21

Salary will be based off of education, experience, internal equity, and budget allowance.

FUNCTION: Business Planning and Operations

SUB-FUNCTION: Administrative Support

CAREER BAND: Individual Contributor - Specialized

CAREER LEVEL: S1 Entry

Essential Job Duties:

50% - Coordinate and manage calendars, meetings, and priorities for assigned college leaders; Prepare agendas, briefing materials, presentations, and meeting documentation; Provide administrative support for meetings, committees, workgroups, and other leadership activities, including scheduling, logistics coordination, preparation of materials, and documentation; Coordinate logistics for college events, leadership meetings, retreats, and recognition activities, including vendor and facility arrangements; Monitor and facilitate the timely completion of administrative actions and follow-up items on behalf of assigned leaders.

25% - Draft, edit, and distribute correspondence, reports, and communications on behalf of assigned leaders.; Serve as a liaison between leadership, faculty, staff, students, university offices, and external stakeholders; Support special projects and college initiatives by coordinating timelines, communications, and administrative processes.

15% - Coordinate domestic and international travel arrangements and related reimbursements; Manage sensitive and confidential information with discretion and sound judgment

10% - Serves as backup to the Executive Assistant to the Dean, providing continuity of operations and administrative support for the Dean's Office as needed. Other Duties as assigned.