Executive Assistant II

We are seeking an experienced, thoughtful executive assistant to provide high-level support to a senior Neurology faculty leader whose work spans research, clinical, institutional, and external commitments. This role is ideal for someone who enjoys bringing clarity to a complex schedule, anticipating needs, and building trusted relationships across a dynamic organization. POSITION SUMMARY This role will provide direct support to a senior and highly regarded faculty member overseeing a broad portfolio of programs and research initiatives, including the DIAN Trials Unit, the DIAN observational study, C-BRAIN, the DIAN-TU Pharma Consortium, the Tracy Family SILQ Center, and the Bateman Laboratory. Together, these programs represent more than $250 million in active funding and a collaborator network spanning five continents. KEY RESPONSIBILITIES Executive Calendar and Scheduling Manage and prioritize a complex appointment calendar, anticipate scheduling needs, and prepare the daily schedule for efficient use of the faculty leader’s time. Identify conflicts early, coordinate meetings across time zones, and ensure meeting details, confirmations, backup materials, and preparation time are in place. Protect time for focused work and required responsibilities while adjusting schedules thoughtfully as priorities change. Executive Office and Communications Serve as the primary administrative contact and liaison with university leadership, faculty, staff, students, community constituents, and external partners. Use discretion to respond on the faculty leader’s behalf when information is known, prioritize communications and urgent requests, investigate administrative issues, and route inquiries appropriately. Oversee daily administrative operations, track deadlines and projects, coordinate signature requests, and maintain organized confidential files for authorized access. Draft and edit polished correspondence and other materials, ensuring requests and communications are handled in a timely, professional, and high-quality manner. Travel, Expenses, and Office Coordination Coordinate domestic and international travel, including transportation, lodging, registration, itineraries, and visa or passport needs when required. Prepare travel reimbursements and expense reports; process invoices, check requests, purchasing documents, and related transactions accurately and on time; maintain documentation for audit purposes. Coordinate meeting rooms, catering, rentals, supplies, equipment, and services as needed. Anticipate travel changes and help resolve disruptions or last-minute adjustments. Meeting and Engagement Preparation Lead the preparation and assembly of confidential materials for meetings, events, and speaking engagements. Research, compile, and summarize relevant issues, policies, and topics; prepare background information, talking points, presentations, and briefing materials. Track follow-up items and help ensure they reach the appropriate owner. What Success Looks Like The faculty leader’s time is used purposefully, and the calendar and supporting materials are accurate and well organized. Routine decisions are handled independently, true decision points are escalated appropriately, and deadlines are consistently met. Travel, expenses, meetings, and office operations are coordinated accurately and professionally. Colleagues and external partners receive timely, tactful, and respectful communication. Confidential information is handled with consistent discretion and care. QUALIFICATIONS Required High school diploma or equivalent high school certification, or an equivalent combination of education and experience. Seven years of administrative and/or office management experience, including seven years providing support to executive-level personnel. Demonstrated skill in stress management, attention to detail, self-organization, calendar management, management practices, project tracking, office management, administrative support, sound judgment, leadership, confidentiality, project development, Microsoft Office, adaptability, interpersonal relationships, and project coordination. Demonstrated flexible mindset, proactive planning, ability to work independently, strong editing skills, personal initiative, problem-solving ability, diplomatic approach, and effective oral communication. Ability to use standard office equipment and perform work typically completed while sitting at a desk or table. Preferred Experience in a university, academic medical center, research institution, healthcare organization, or similarly complex environment. Experience supporting a faculty leader, physician-scientist, dean, officer, or other senior executive with varied responsibilities. Experience coordinating complex domestic and international travel, executive participation in major meetings or conferences, and administrative work across financial or enterprise systems. Experience supervising or providing work direction to administrative support staff. WORK ENVIRONMENT The role is based in a normal office environment and follows a hybrid working schedule. Standard business hours apply, with occasional flexibility needed for active travel, international scheduling, or time-sensitive changes. Limited travel to major meetings may be required. OUR APPROACH We value calm, reliable, and collaborative support. The right candidate does not need to know every answer on day one. They should be curious, attentive, comfortable learning preferences and context over time, and confident enough to make well-reasoned decisions within established guidelines. #J-18808-Ljbffr