Executive Assistant - WFUSM Faculty Affairs

JOB SUMMARY

Provides a wide variety of administrative duties in support of executives within the Office of Faculty Affairs including the Vice Dean of Faculty Affairs, Sr. Associate Dean of APT, Sr. Associate Dean of Faculty Experience, Sr. Associate Dean of Faculty Well Being, and Assistant Vice President of Faculty Affairs. This role frequently involves interactions with high-level officials, board members, and leadership.

The position requires the ability to act as an extension of the executives, anticipating their needs and proactive planning, in order to manage executive’s time effective and efficient manner. Key responsibilities include complex calendar management, coordination of travel, meetings, and event coordination, as well as providing project support.

EDUCATION/EXPERIENCE 

• Associate degree in business administration, communications (or related field of study) required.
• Four (4) years administrative assistant experience at the senior level required; or an equivalent combination of education and experience. 

ESSENTIAL FUNCTIONS

• Functions as the point of contact for the executives.
• Anticipates needs of executives.
• Arranges, coordinates, prepares meeting materials, and receives direction from others to apprise leader, so he/she is as prepared and organized as possible.
• Responds to inquiries and sensitive questions in a professional manner and takes initiative to refer to the most appropriate contact.
• Calendar Management: Support leadership’s calendars effectively. 
• Makes decisions about requested meetings, discusses as appropriate, and schedules locations and resources needed.
• Manages a wide variety of projects through planning, implementation, and evaluation. Oversees the work of contributors. 
• Prepares periodic analyses and reports reflecting progress and trends. Identifies opportunities for improvement and facilitates implementation as appropriate.
• Oversees recruitment of positions, job performance and facilitation of duties.
• Composes correspondence, signs on behalf of executives, or sends on behalf of executives, as appropriate.
• Acts as a delegate on behalf of executives to arrange, book, and manage travel itineraries.
• Submits expense reimbursements on behalf of executives.
• Arrange and book all travel (including, but not limited to airfare, car rental, hotel, ground transportation, restaurant reservations) for incoming search candidates on the faculty and staff level.
• Work with executives to determine interview planning and put together itineraries for incoming search. 
• Functions as point of contact and representative for multiple Office of Faculty Affairs executives.
• Provides administrative support at meetings of significance.
• Compiles confidential information using judgment and discretion as to appropriate action.
• Composes correspondence and signs on behalf of executive as appropriate.
• Contributes to a welcoming and inclusive environment.
• Support other functions of Office of Faculty Affairs, as needed.
• Other duties, as assigned

SKILLS/QUALIFICATIONS

• Independent judgment and initiative. 
• Broad knowledge of operations and policies. 
• Ability to build collaborative relationships. 
• Detail oriented. 
• Ability to meet deadlines. 
• Ability to multi-task and prioritize. 
• Proficiency in Microsoft Office programs. 
• Proactively seeks ways to improve skills.

WFUSOM-1