Executive Assistant

Overview

The Office of the Dean is responsible for the academic and administrative functions of Tufts University School of Medicine, including overseeing the School’s academic programs and departments, the teaching and research enterprises, student services, and campus buildings and facilities. Within the Office of the Dean, this Executive Assistant will support the Executive Associate Dean (EAD) and the Vice Dean for Academic Affairs (VDAA). The Executive Associate Dean serves as the school's chief administrative officer, providing strategic leadership and oversight for planning, operations, finance, workforce, facilities, research support, and institutional priorities in partnership with the Dean and university leadership. The Vice Dean for Academic Affairs provides strategic leadership to advance educational excellence, faculty development and advancement, graduate and continuing medical education, and a collaborative academic environment that supports the mission and long-term success of the School of Medicine.

What You'll Do

The Executive Assistant supports the work of the EAD and VDAA by carrying out complex administrative duties which include: managing and prioritizing a high volume of meeting requests on very complicated calendars; organizing and planning logistics of meetings, retreats, and other events and initiatives; organizing and planning travel arrangements; assisting the executives in managing and prioritizing communications with internal and external constituencies; editing, proofreading, and composing slide decks, correspondence, and reports; following up on action items; participating in or leading assigned projects for the executive's office.

• Proactively manages and prioritizes executives’ schedule of meetings, including managing high volume of overlapping requests, resolving calendar conflicts, and managing recurring meetings. Arranges for rooms, audio visual, and other meeting needs.
• Prepares relevant materials (some confidential) for meetings; including agendas, meeting notes/minutes, action item tracking and follow up. Attends and provides staff support as appropriate.
• Provides support for presentations, including slide preparation, editing/proofreading, and creation of other necessary materials.
• Participates in and manages special projects as required, including, but not limited to:
  • Relationship management of clinical affiliates (creating and maintaining visit tracking system, collating evaluation data and action items in preparation for visit, tracking/managing action items and visit follow up).
  • Support for exploration of new academic programs and/or new administrative initiatives.
  • Support for key projects and priorities as overseen by the EAD and/or VDAA in alignment with the School’s mission, vision, and strategic plan

What We're Looking For

Basic Requirements:
Knowledge and experience typically acquired by:

• Associate's Degree
• 5 years of related experience
• Proven track record of proactively managing complex schedules
• Proactive approach to daily responsibilities
• Superior written and oral communications skills
• Ability to work with confidential information and data
• Ability to manage competing priorities in a fast-paced environment
• Ability to anticipate needs and proactively solve problems
• Strong project management skills
• Ability to take initiative and ownership of projects
• Proficiency with MS Office applications
• Detail oriented with excellent organizational skills
• Strong interpersonal skills

Preferred Qualifications:

• Bachelor's Degree
• 7-10 years
• Experience in a higher education, healthcare, or not-for-profit setting
• Familiarity with medical schools and/or health care organizations

Pay Range