"Executive Assistant"

Position Summary

This role provides high-level, confidential executive support to the Senior Associate Dean (Sr. Assoc Dean) for Health Data Science and Chair of Population Health Sciences-whose leadership is at the forefront of a multidisciplinary mission to understand and improve the health of populations through the power of data science, artificial intelligence, and innovation. As a trusted partner to the Sr. Assoc Dean /Chair, the Executive Assistant plays a pivotal role in enabling this strategic vision and commitment to excellence. This position is central not only to the daily operations of the office but also to the broader success and future growth of the department and institution.

Job Responsibilities

• Ensures the smooth functioning of the executive office. Assists in the implementation of office processes to improve efficiency.
• Provides secretarial/administrative support directly to high-level senior physician or executive, exercising confidentiality, tact, and diplomacy on a daily basis. Receives, screens, and directs incoming calls, visitors, and email.
• Coordinates and maintains calendars and schedules appointments and meetings, records and distributes minutes, and provides follow up on action items identified.
• Coordinates projects relating regulatory issues, educational activities, philanthropic activities, fundraising efforts and program development.
• Responsible for event planning, organization, and scheduling, including travel to offsite locations and complete oversight and coordination of events; upon return, completes budget and expense reports to allocate to the appropriate parties.
• Responsible for travel and conference arrangements, organizes itineraries, and makes all needed reservations.
• Initiates and prepares written correspondence, reports, presentations, agendas, and may respond to routine correspondence and inquiries as needed.
• Responsible for procurement activities related to goods, services, and/or equipment, and assists with disbursement/reimbursement activities as needed.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals and certifications.
• Other duties as assigned.

Education

High School Diploma

Experience

Bachelor's degree is preferred. Approximately 5 years of experience as an executive assistant working for a high-level senior physician or executive.

Knowledge, Skills and Abilities

• Demonstrated strong communication and interpersonal skills; demonstrated ability to interact with multiple constituencies and exercise 'people skills'.
• Demonstrates ability to exercise standards of professionalism, including appearance, presentation and demeanor.
• Demonstrated proficiency with MS Office Suite and database applications.
• Excellent communication skills (both verbal and written).

Licenses and Certifications

(None specified)

Working Conditions/Physical Demands

Standard office work.