Executive Administrative Assistant Bookmark this Posting | Print Preview | Apply for this Job

Please see Special Instructions for more details.

Posting Details

Position Information

About MSM

Morehouse School of Medicine ( MSM ) is a place of distinction, serving as the nation’s leading academic medical center for vulnerable populations. It’s also a place for passionate individuals looking to join a dedicated community working today to help prepare tomorrow’s leaders.

We exist to:

• Improve the health and well-being of individuals and communities;

• Increase the diversity of the health professional and scientific workforce;

• Address primary health care through programs in education, research and service;

With emphasis on people of color and the under-served urban and rural populations in Georgia, the nation and the world.

At Morehouse School of Medicine, we’re leading the creation and advancement of health equity. You will find a fulfilling career at MSM !

Posting Number NONAC3273

Job Title Executive Administrative Assistant

Position Title Executive Administrative Assistant

Position Type Non-Faculty

Number of vacancies 1

Salary Commensurate with experience

Department Office of External Affairs and Innovation (OEAI)

Position Summary

The Executive Administrative Assistant ( EAA ) plays a key role in supporting multiple executive leaders at Morehouse School of Medicine and coordinates the executive’s activities while also addressing the needs of his/her team. Based on the goals and objectives of the executive leaders, for each assignment and/or project, the EAA will prioritize, adapt, manage, and seamlessly execute all related processes and communications. In our fast-paced environment, the Executive Administrative Assistant must also be able to pivot, proactively adjust quickly, and problem solve in real-time.

The EAA may be the first point of contact with outside partners, employees and/ or students, and will represent both the Morehouse School of Medicine brand and that of the office he/she supports.

Minimum Qualifications

• Associate’s degree in business administration, communications, or a related field.

• Minimum of five (5) years’ experience of senior secretarial or related experience is acceptable in lieu of a two-year degree.

• Minimum of three (3) years’ experience providing administrative support at the Director or VP level.

• Ability to thrive in a fast-paced environment and operate with a high sense of urgency.

• Ability to observe strict confidentiality in all aspects of services provided.

• Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients.

• Intermediate or high proficiency in MS Office – including Word, Excel, PowerPoint & Outlook.

  Preferred Qualifications

• Bachelor’s degree in business administration, communications, or a related field.

• Prior work experience providing administrative support at the executive (“C-suite”) level.

• Strong project management skills.

• Prior work experience in higher ed, academic health sciences, and/or academic medicine.

  Closing Date 06/17/2024

  Open Until Filled No

  Special Instructions to Applicants

  Quick Link https://careers.msm.edu/postings/20144

  EEO Statement Summary

Morehouse School of Medicine is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Georgia State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Morehouse School of Medicine does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression.

Job Duties

Description of Job Duty

Responsibilities for the role include, but are not limited to:

Time and Meeting Management

• Provide executive with continuous calendar management, make domestic and international travel arrangements, manage expenses, and event registrations.

• Keep executive on time, plan, remind, communicate, and prepare executive for each day, develop agendas, and provide other materials for meetings as necessary, enable executive to keep each day running smoothly and on time.

• Utilize efficient time management with the nuances of complex administrative assistance at the executive level.

• Support executive with department event coordination and streamlining administrative processes.

• Arrange on and off-site meetings, events, appointments and travel for departmental leadership with supporting materials.

• Schedule and coordinate meetings and/or special events which may include reserving facilities, coordinating needed equipment, and communicating with and handling the logistics for speakers and other vendors (e.g., catering, etc.).

• Develops recommendations and recommends plans.

Organization and Travel Management

• Establishes procedures and processes for setting up, organizing, and maintaining various departmental materials, files, etc.

• Research and retrieve appropriate information upon request for internal and external use.

• Prioritizes requests for meetings.

• Prepares expense reports and prepares executives for daily activities.

• Receives, reviews, and distributes incoming correspondence and mail appropriately.

• Independently responds to routine matters and may compose or edit responses for executive’s signature based on knowledge of policies and procedures and supervisor’s views.

• Operates standard office equipment including telephones, copiers, fax machines, and computers.

Professional Maturity / Executive Acumen

• Maintain confidentiality in all aspects of executive, team and institution information.

• Maintains and handles all confidential, complex, and sensitive matters and information discretely.

• Operate independently and capable of competing tasks with minimal supervision.

• High attention to detail.

• Strong work ethic.

• Capable of completing assignments with minimal supervision.

• On occasion, may be asked to be available outside of regular business hours (e.g., evenings, weekends, etc.).

Communication

• This role will include frequent communication and interaction with senior-level personnel and external collaborators.

• Draft and/or review and edit all communication as requested (e.g., email, letters, status memos, board materials, proposals, PowerPoint presentations, etc.) to ensure all information is accurate and meets the executive’s expectations.

• Plan and manage team communication on behalf of executive.

• Relationship Building & Teamwork

• Maintain excellent relationships with all parties, vendors, employees, students, and candidates to achieve the highest levels of customer service.

• Serve as the internal and external liaison between the executive, his/her key stakeholders and their extended team, vendors, community leaders, strategic partners, faculty, and staff, etc.

• In partnership with other Executive Assistants, Executive Administrative Assistants, or administrative staff from other offices, host executive-level and other visitors and act as their point of contact to create a seamless experience.

• Partner with other administrators across the institution to plan, coordinate, organize, train and work as a cross functional team on behalf of the executive.

Budget Support, Business Organization

• Gather, review, verify, and consolidate data for preparing and monitoring unit/department budget and budget variances.

• Design and generate regular or special reports and/or statistics after collecting, analyzing, and organizing data.

• Forecast expenditures.

• Analyze needs and make recommendations for purchase of major equipment.

• Submit invoices and ensures payments.

• Reconcile budgets, expenses, etc.

Project Management

• Ensure executive leadership is informed of priorities, deadlines and challenges.

• Respond to a wide variety of requests for information, policies and procedures, and executive action.

• Prioritizes conflicting needs, handles all matters expeditiously, proactively, and follows-through to successful results.

• Anticipate executive’s work, plan, and support the execution of delivery to meet deadlines for Board meetings, executive meetings, presentations, and meetings, etc.

• Analyze needs and problems and recommend approach and priority.

• Oversee the process for each assignment and keep every step of the process on track.

• Provides support and assistance to the Board of Directors and Trustees as needed.

• Recommends protocols and best practices for the department, etc.

• Provide back-up administrative support to other departments as necessary.

• Initiate and process employee transactions after review and approval.

• Refer employees to appropriate area for interpretation of organizational policies.

Our Commitment to Diversity and Inclusion

Diversity, inclusion and respect for individuality are at the core of MSM’s culture. We embrace differences in race, religion, culture, gender, nationality, age, sexual orientation, thinking style, background and perspectives, with the goal of providing a positive work environment for our employees and exemplary service to our students.

Pre-Employment/Employment Requirements

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization

Immunization Requirements

It is MSM’s Immunization policy that all Prospective Employees are required to provide proof that they are vaccinated against COVID -19 prior to commencement of employment. If employment will commence during Flu Season, MSM requires all individuals to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless granted an exemption. Failure to provide proof of vaccination for any required vaccines or obtain an exemption from MSM will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• • Are you a current MSM/MHC employee?

• Yes, I am a current employee of MSM/MHC

• No, I am not a current employee of MSM/MHC

• • What is your highest level of completed education?

• High School/GED

• Associate's Degree

• Bachelor's Degree

• Master's Degree

• EdD, MD, PhD, DrPH, JD

• • Do you have prior administrative assistant work experience supporting director and above leaders? If yes, please list title and duties

(Open Ended Question)

• • Please provide your salary requirement. Do Not Enter Negotiable, a specified salary range is required. Not providing a salary requirement will result in your application being incomplete and will not be considered.

(Open Ended Question)

Applicant Documents

Required Documents

• Curriculum Vitae or Resume

  Optional Documents

• Cover Letter