Executive Assistant at The Lundquist Institute

Executive Assistant

Minimum Qualifications:

• Master's Degree required.

• Prior experience in an Executive Assistant role supporting "C" suite executives, ideally in a public health or an academic environment. Ten years or more experience is preferred.

• Must be capable of successfully managing multiple work assignments simultaneously, identifying priorities, developing timelines, and using sound judgment. Ability to prioritize workload.

• Must have well developed, state of the art expertise in the use of PC and Apple based software - i.e. Microsoft Office Suite, etc.

• Ability to work independently with minimal supervision. Taking the initiative and anticipating the needs of the executives being supported.

Duties & Responsibilities:

• Manages inquiries from chiefs, managers, coordinators, other staff, vendors, business associates, donors or potential donors, community leaders and others, assuring a prompt and accurate response to each inquiry and ensuring customer satisfaction with SLAHP services.

• Acts as a gatekeeper to balance access to the Executive Director, as may be required, assuring effective scheduling. Includes making judgments about whether to handle the work themselves, having it delegated elsewhere or whether it requires the involvement of the principal.

• Reviews and manages incoming written communications (i.e. letters, emails, memos, submissions, and reports) and exercises judgment and discretion in determining how best to manage the communication, including handling it themselves, delegating it to others or referring it to the principal for handling.

• Compose clear, accurate and concise letters, reports, memoranda, presentations, and other materials independently from oral and written instructions. Edit and proofread materials with attention to accuracy in grammar, spelling, formatting, and calculations.

• Updates the Executive Director, about appointments and communications with various clients.

• Schedule meetings, including catering, AV, preparation of agendas, research, and other required materials.

• Prepare reports and presentations utilizing Power Point and other presentation software with embedded graphs, diagrams, charts and summaries.

• Develop and maintain manual and electronic files, records, and other documents in a manner to assure retention, and timely retrieval.

• Make travel arrangements for meetings, symposiums, conferences.

• Schedule staff, Board of Director and committee meetings.

Salary: $80,000-$100,000

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