Senior Administrative Assistant

Job Title

Senior Administrative Assistant

Morehouse School of Medicine’s Department of Surgery is seeking a Senior Administrative Assistant to provide the Departmental Chair with complex administrative and operational support. The incumbent plans, organizes, and ensures the execution of the Chair’s daily activities and operations. In addition, the incumbent prioritizes, plans, coordinates, and oversees logistics and conferences. This individual will work with executives and senior-level staff, as well as external clients, donors, and government officials.

• Manage all tasks associated with the Chair’s daily meetings and email correspondence.
• Compose correspondence; develop, review, and edit presentations and documentation; research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
• Prepare reports and analyses, identify adverse trends, and make appropriate recommendations or conclusions.
• Act on behalf of the Chair to establish priorities and identify and resolve administrative problems.
• Use independent judgment to keep the Chair informed of all matters that require his/her attention.
• Ensure the Chair is prepared for meetings through the development of agendas, compiling information, and liaising with internal and external partners.
• Conduct research and collect data for reporting and planning purposes to enable the Chair to make decisions and take appropriate action.
• Coordinate the onboarding process for the Chair’s direct reports, including preparing the onboarding plan and supporting resources, schedules, key introductions, training, and assisting with logistics.
• Work with the Marketing & Communications department to develop communications coming out of the Office of the Chair: presentations, reports, memos, and emails.
• Manage and provide oversight on all of the Chair’s direct reports’ vacation and time‑off requests.
• Schedule and coordinate Faculty meetings, including agenda organization, monitoring the status of tasks assigned before and after meetings, and following up as necessary.
• Support the Chair as a gatekeeper to manage information flow and exchange, ensuring effective communication across key stakeholder groups.
• Review, manage, and evaluate internal and external communications in confidence to identify items requiring priority attention.
• Plan and schedule complex calendars with limited or no consultation and resolve calendaring conflicts.
• Negotiate and manage the needs of individuals or groups requesting time with the Chair, independently committing his/her time, including scheduling group meetings with and for the Chair.
• Set up and assist with video and phone conference calls, scheduling, and invitations ahead of time, initiating each call and ensuring proper invitations were sent and confirmed.
• Reconcile monthly expenses, complete expense reports, and utilize corporate credit card expense tracking system.
• Develop travel itineraries for national and international meetings; arrange all travel, transportation, and meeting participation aspects.
• Plan events, seminars, conferences, and other meetings, including site selection and procurement, catering, scheduling, and speaker arrangements.
• Book transportation, hotel, and meeting registrations for faculty and administrators.
• Coordinate interview scheduling and candidate visits related to the recruitment of faculty. Arrange on‑site parking reservations, air travel, ground transportation, hotel, and meals. Coordinate room reservations for events. Create and disseminate announcements and visitor events.
• Prepare in advance meeting materials with complete travel agendas.
• Make travel, hotel, and car arrangements for all scheduled travel for the Chair.
• Ensure the Chair is prepared with a full travel folder of itineraries, tickets, meeting agendas, related documents, and emails for each trip.
• Manage the full calendar of all meetings and travel for the Chair.
• Create, update, or edit PowerPoint presentations as directed by the Chair, Director, and other senior staff.
• Review guidelines for deadline submissions as well as the required format for presentations.
• Send agendas and…