Exec Asst I

GENERAL SUMMARY OF POSITION: 

Provides specialize support to executive by performing complex and varied administrative and financial functions.  Sets priorities, investigates assigned problems, determine method of research, data and information requirements as well as analysis techniques.  Creates and distributes reports, documents and works on assigned special projects.  Work involves handling of confidential and time sensitive information/materials.  Position may provide support to one or more executives plus their direct reports. 

Note:  Executive Assistant 1 provides support to the following level executive: Dean, Sr. Associate Dean, Executive Level 2 or Executive Level 3.

MAJOR RESPONSIBILITIES:

• Develops and manages annual budget and planning documents monitoring the budget throughout the fiscal year reporting variances.
• Attends with executive or as representative both internal and external meetings and special events providing follow-up with outstanding issues.
• Develops and prepares monthly management reports.
• Provides advice on human resources and payroll policies and procedures oversee the processing of transactions and reviews reports.
• Primary contact with other departments, customers, press and outside agencies/organizations for executive providing information, explaining programs, policies and activities as related to administrative, fiscal, operational and personnel. 
• Manages executive calendar, appointments, travel plans, records and files.
• Provides administrative support to executive for special projects, status reports and coordinates activities/events.
• Researches, collects and prepares information for use in discussions/meeting for executive.  May prepare presentation materials for executive meetings.
• Composes and distributes correspondences, notices, forms, memoranda, calendars, manuals, presentations, brochures and other related materials.
• Maintains confidentiality of information regarding business, reports and documents and uses discretion when disseminating the information.
• May provide work direction to administrative support staff.
• Perform related duties as assigned.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Management or Accounting or related field, or equivalent
• 3 to 5 years of administrative and budgetary experience
• Proficiency in use of PC, database, spreadsheet and word processing application software
• Proven written and oral communication skills
• Demonstrated time management and problem solving skills with ability to organize and prioritize workload
• Excellent interpersonal skills with the ability to use discretion and good judgment while maintaining confidentiality

Preferred qualifications

• Advanced proficiency with word processing, spreadsheets/data analysis, presentation, and PDF development, formatting, and editing.
• Knowledge of NIH requirements related to documentation formats (e.g., biosketches, grants)
• Excellent grammar, spelling, and oral and written communication skills
• Excellent interpersonal skills, including the ability to use tact and discretion in interactions with stakeholders at all levels internal and external to the institution.

Additional Data

• Primary point of contact for Director's office and will be available onsite as required for efficient office function, receiving guests, etc.
• This will be a hybrid work model with the understanding that the Administrative Coordinator will be available and onsite as required to appropriately support the Director.
• Act as a liaison and respond to the requests of constituent groups, senior leadership, and employees within the organization. Maintain updated CVs, biosketches, tables, and other administrative documents necessary for grant submissions.