Executive Administrative Assistant

About the role

The Executive Administrative Assistant supports the Director of the Center for Translational Data Science (CTDS), providing comprehensive administrative support for a diverse set of activities. This role involves managing calendars, overseeing scheduling, representing the Director in correspondence, and managing projects and events.

Responsibilities

• Provides comprehensive advanced administrative support to the Center's faculty director and senior leadership.
• Implements, oversees, and acts as gatekeeper for all aspects of scheduling for the Center’s faculty director.
• Represents the Director, Center, and University well in all internal and external verbal, written, and in-person correspondence.
• Builds relationships with a diverse set of vested parties and collaborators.
• Responds to inquiries and triages various avenues of correspondence, resolving routine and complex issues as needed.
• Researches, compiles, and analyzes data to prepare or create letters, reports, and other documents.
• Affords assistance with the composition, editing, and proofing of scientific and/or technical documents including grants and manuscripts.
• Organizes and executes select Center projects, research programs, events, and data science initiatives.
• Works across technical and scientific teams to act as a liaison between the programmatic team and program participants.
• Manages expense reports and assists with budget monitoring and reconciliation.
• Oversees and maintains physical office space across multiple locations, including ordering equipment and supplies and coordinating with building or university facilities on repairs and upgrades.
• Serves on-site staff and manages on-site administrative functions and daily operations as needed.
• Provides confidential and high-level administrative support for a leader.
• Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary.
• Coordinates information flow from leader's office to University.
• May staff Board of Directors meetings.
• Relieves leaders of administrative responsibilities.
• Initiates correspondence and other written materials under own signature or for signature of the leader.
• Trips emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors.
• Prepares special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Maintains the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time.
• Performs other related work as needed.

Requirements

• Minimum 7+ years of work experience in a related job discipline.
• Expertise in scheduling and preparing leaders for meetings, events, interviews, and ongoing commitments.
• Strong experience in reconciling budgets and tracking expenses, with timely updates and collaboration on office financial management.
• Familiarity with project management methodologies to enhance workflow and efficiency.
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and Google Suite (Docs, Sheets, etc.).
• Collaborative, solutions-oriented approach to addressing organizational challenges and optimizing processes.
• Experience working with senior leadership in academic and healthcare settings, demonstrating a flexible approach to changing priorities.