Executive Assistant III

Job Description

Job Summary

A key member of the Quantitative Biosciences Insitute's leadership support team, oversees the Director's and leadership team's daily administrative needs and schedule and functions with a high degree of autonomy and utmost discretion. The incumbent will act in a problem-solving and coordinating role in support of the Director and his leadership team working with a wide variety of personnel, internally and externally, including University leaders, faculty, staff, and students.

Key areas of responsibility include: managing a complex executive calendars and meeting coordination; providing on-site logistical support for meetings (slides, agendas, refreshments, video teleconferencing, etc.); coordinating complex travel logistics (includes arranging flights, transportation, lodgings, meeting registrations and keeping track of financial commitments and processing/tracking reimbursements); using skilled judgment and discretion in triaging emails and other incoming requests for the Director and QBI leadership team; drafting written comunications and materials; provide background materials, talking points, and briefing materials for the Director, and composing and maintaining the Director's task lists. The incumbent will take on a variety of ad-hoc projects as needed.

Responsibility for providing high executive level of support and for directing inquiries to appropriate resources or contact as needed requires an understanding of Director's goals and priorities, and a thorough understanding of the QBI's structure, academic programs, policies, workflow and communication demands. This position uses concepts and organziational objectives to resolve the most complex issues with institution-wide impact, and must have an expert level of professionalism, confidentialtiy, and diplomacy.

Responsibilities

Executive Administrative Operations and Scheduling

Oversees and ensures the daily administrative operations run smoothly for the executive's office.

• Independently coordinates and manages a broad range of confidential, complex, and high-level issues related to the Director's schedule and his leadership team.
• Heavy scheduling of a variety of short and long-term meetings which involve details that require independent analysis and decision making.
• Manages the travel plans and expenses and invited guests; process travel plans, including securing airfare and hotel accommodations and prepare and process appropriate paperwork associated with travel; reconcile travel and expense transactions and reimbursements in accordance with university policies.
• Serves as the point of contact for most Director's and his leadership meetings.

Executive Gatekeeping and Leadership Coordination

Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings.

• In coordination with leadership team, monitors QBI's activities and commitments and independently analyzes issues that may affect the ORU.
• Reschedule meetings at a moment's notice to accommodate for time-sensitive meetings.
• Functions as a liaison and supports the coordination and maintenance of communication and information for the QBI leadership team.

Executive Briefings and Meeting Preparation

Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials for the executive and QBI leadership team.

• Briefs executive and QBI leadership in a timely fashion, with regard to priorities and deadlines, on the status of pending issues.
• Ensures that the Director and his leadership team are prepared for every meeting and event with appropriate briefing materials, speaking points, location, and other important details.
• Coordinates information from other units and tracks to ensure completion with sufficient time for executive review in advance of meetings.
• Researches, analyzes and synthesizes information to prepare executive briefings, reports, and summaries.

Initiative and Assignment Tracking

• Maintains a comprehensive database of initiatives and assignments, to include actions delegated.

Executive Communications and Inquiries

Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding organization operations, policies and procedures. Forwards issues to appropriate parties for resolution. Reviews correspondence, annotating, triaging, and responding independently as appropriate.

• Drafts written communications and materials, including emails, briefings, executive summaries, letters, etc.
• Provides timely responses.

Executive Liaison and Special Projects

• Handles the details of a variety of matters on behalf of the executive.
• Makes high level contacts of a sensitive nature, internally and externally requiring discretion and diplomacy.
• Performs other tasks as needed.

Qualifications

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 3 years of related experience supporting an executive.
• Advanced knowledge of the organization's processes, protocols and procedures.
• Intermediate to advanced knowledge of common organization-specific computer applications.
• Strong analytical / problem-solving skills.
• Advanced service orientation.
• Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Advanced writing, proofreading and editing skills.
• Ability to multi-task with demanding timeframes. Flexibility to adapt to sudden changes.
• Ability to use a high level of discretion and maintain all confidentiality.
• Mid-level project management skills.
• Ability to work both independently and in a group/team setting.

Required Licenses and/or Certifications

None listed.

Preferred Qualifications

None listed.