Executive Administrative Assistant – School of Medicine Dean’s Office

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the diversity and excellence of our academic community.

The Executive Administrative Assistant (EAA) holds primary responsibility for providing comprehensive administrative support to the Dean of the School of Medicine (SOM). The central focus of this role is to organize, plan and manage a complex calendar of key meetings and events toward successful operations of the academic, research and clinical missions of the SOM along with other key entities across the Emory system. This position requires the ability to function independently in a dynamic and complex environment while exercising the judgement to address critical issues with executive leadership that arise in the course of daily business.

The EAA works closely with other administrative support positions within the Dean’s Office and colleagues from across the Woodruff Health Sciences Center. Must understand and accept accountability for supporting an executive-level business agenda, successfully orchestrating a complex calendar of events and meetings, assisting with the monitoring of emails for business context, and maintaining key action items and follow-ups, while navigating multi-organizational dynamics. Additional responsibilities may include conference logistics, preparing and monitoring budget and project proposals, compiling information for reports and presentations and managing general office preparations. The successful candidate should be highly organized but comfortable working in a fast paced and fluid environment with rapidly changing demands; succinct communication skills and extreme attention to detail are also important. The candidate will also be involved in the preparation and editing of presentations and/or reports.

JOB DESCRIPTION:

• Provides administrative support to the highest level of administration within the organization, primarily consisting of board-approved or reviewed executives and central senior academic and administrative deans reporting to the Provost or Dean of the School of Medicine. Examples are limited to a Dean of a College or School, Vice President, President or Chief Executive Officer of an affiliate, etc.
• Handles meeting and conference logistics; prepares and monitors budgets and project proposals; researches and compiles information for reports and presentations, including chart and graph preparation; manages office preparations.
• Maintains calendar for one or several executives and ensures appropriate preparation for daily activities; may coordinate domestic or foreign travel arrangements.
• Reviews incoming correspondences to executive and forwards appropriately or, based on a knowledge of recipient’s views, may respond for them.
• Leads meetings addressing specific operational issues and develops recommendations and action plans towards their resolution.
• Assists in the administration and interpretation of policies and procedures for the organization and department.
• May supervise and schedule clerical and secretarial staff, initiates paperwork for employee transactions, and assists in investigating and resolving employee issues or concerns.
• May act as a spokesperson for departmental inquiries.
• Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree in business administration, communications or a related field and three years of office administration or senior secretarial experience, or equivalent combination of experience, education, and training.
• Previous experience with various personal computer software applications.
• Positions in this classification may require the ability to type or keyboard 60 accurate words per minute.

PREFERRED QUALIFICATIONS:

• Excellent verbal and written communications along with strong interpersonal skills are required for participation in a team environment.
• Attention to detail and strong computer software skills are necessary to maintain critical, timely and accurate information for the School of Medicine Dean.
• Must be able to work independently in a fast paced environment, prioritize work, make sound judgments and handle confidential information within the School of Medicine.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee. 

Emory University is dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, and veteran’s status. Emory University does not discriminate in admissions, educational programs, or employment on the basis of any factor stated above or prohibited under applicable law. Students, faculty, and staff are assured of participation in University programs and in the use of facilities without such discrimination. Emory University complies with Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran’s Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity and affirmative action. Emory University is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity and nondiscrimination policy in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Inquiries regarding this policy should be directed to the Emory University Department of Equity and Inclusion, 201 Dowman Drive, Administration Building, Atlanta, GA 30322.
Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) un-jobs.net 404-712-2049 (TDD). Please note that one week advance notice is preferred.

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