Executive Assistant

Job Summary:

Under general supervision, responsible for providing advanced administrative support for senior management and executives. This role has an onsite presence of 5 days per week and will report directly to the School of Public Health’s (SPH) Chief of Staff.

Administrative responsibilities include but are not limited to, answering phones, scheduling appointments, and travel, reconciling travel expense reporting, providing reports, writing/editing, maintaining confidential information, and other administrative tasks.

The Executive Assistant position will require skills in managing and prioritizing multiple projects in a dynamic, fast-paced environment. The Executive Assistant serves in an important and visible role, communicating and interacting with senior leadership.

 

Job Duties:

Maintain a conflict-free calendar of meetings and events for the SPH Chief of Staff and senior leaders within the SPH as needed.

Provide project management and administrative support that may include but will not be limited to phone support, document writing/editing and management, agenda creation, all aspects of trip planning and coordination, calendar coordination and management, and presentation material creation, coordination, and distribution.

Conduct important tasks including developing plans, defining and communicating alternatives, and making recommendations regarding appropriate courses of action based on thorough understanding and knowledge of desired outcomes and expectations.

Plan, manage, and coordinate special events such as National Public Health Week, staff luncheons, retreats, receptions, donor events, dinners as needed.

Compose and edit a wide range of routine and non-routine correspondence/memoranda as needed.

Prepare and submit departmental requisitions, forms, reimbursements, and vouchers for vendors and staff.

Monitor emails and assist with timely and appropriate responses for priority matters.

Screen and route calls and visitors, as appropriate, and resolves routine and complex inquiries.

Utilize the assistance of one or more  junior administrative support staff on a reporting or project basis, as assigned by the SPH Chief of Staff

Assist in directly organizing and obtaining documents needed for meetings.

Draft agendas and compose and distribute meeting minutes.

Manage meeting logistics and takes appropriate actions as needed to ensure successful outcomes.

Organize and maintain files and key documents for appropriate record keeping.

Serve as administrative liaison and first point of contact for resources to departments and offices within the institution regarding policies and procedures.

Perform all other duties as assigned.

 

Other:

• Must maintain the highest levels of confidentiality and professionalism and have the ability to develop and maintain sound professional relationships.
• Must be skilled in managing and prioritizing multiple projects simultaneously and effectively in a dynamic, fast-paced environment. Manage the SPH Chief of Staff’s priority projects and initiatives and assist as needed on initiatives within in the SPH Dean’s portfolio.  

Education:

Bachelor's degree in related field is required.

 

Experience:

Five (5) years of related experience is required.

 

Additional Information