Executive Assistant to Executive Vice Dean

Executive Assistant to the Executive Vice Dean

Alice L. Walton School of Medicine (AWSOM) is seeking experienced, motivated, and dedicated leaders and educators to participate in the design and delivery of an innovative four-year medical school curriculum that engages medical students in active and novel learning.

The Executive Assistant to the Executive Vice Dean is a key position that provides executive, administrative and operational support to senior leadership. This position supports the needs of the Executive Vice Dean and contributes to its effective functioning in support of the organizational priorities and strategic initiatives.

This role supports communications, scheduling, travel, and protocols related to the Office of the Executive Vice Dean. The position involves complex duties requiring significant discretion in handling highly confidential information and sensitive matters, as well as the ability to proactively balance multiple priorities in a fast-paced environment.

The Executive Assistant demonstrates a proactive and solutions-oriented approach to problem solving, works independently with minimal direction, and functions as a high performing member of the team. This position plays a key role in supporting leadership priorities, coordinating complex activities, and ensuring administrative and project workflows run efficiently. Success in this role requires strong organizational judgment, adaptability, and the ability to operate effectively in a dynamic organizational environment while supporting evolving priorities and maintaining high-quality executive and administrative support.

Essential Duties and Responsibilities:

• Provide high-level administrative support by managing informational, administrative, and organizational matters, including researching, compiling, and organizing information.
• Provide operational support to the Executive Vice Dean (and division) including management of calendars, arranging travel, and coordinating communication correspondence.
• Monitor and maintain electronic filing systems for the Executive Vice Dean, including SharePoint.
• Participate and take notes in internal meetings and/or phone calls, tracking follow up items.
• Assess and prioritize the urgency and importance of situations and take appropriate action.
• Document commitments made by the Executive Vice Dean or designated staff during meetings and ensure appropriate communication and administrative follow-up.
• Manage internal and external correspondence.
• Provide support, such as writing and editing emails, and preparing communications and presentations on the division's behalf.
• Anticipate the executive leadership team's operational needs and respond adeptly to rapidly changing priorities.
• Track, monitor and follow-up on projects and action items that stem from the Executive Vice Dean and work closely with members of the leadership team to receive regular updates on outstanding items.
• Assist with preparation and administration of project budgets and reporting activities, tracking departmental expenses and preparation of business expense reports for the Executive Vice Dean's Office.
• Manage, coordinate, and arrange travel and travel-related activities, including hotel booking, transportation, and meal coordination in support of finance and administration.
• Identify opportunities to improve administrative workflows and communicate recommendations to leadership to support efficient service delivery.
• Collaborate, and engage with faculty and staff of the School of Medicine to ensure consistency and efficiency with respect to the activities and all processes and procedures of the school.
• Liaise, and align support to and with the dean's office.
• Interface with external partners to organize and support medical school goals and project goals as assigned.
• Proactive approach to problem-solving with strong decision-making capability, especially with deadline pressures
• Executive and special projects assigned by Executive Vice Dean managed and executed as assigned with precision, as well as a high level of customer service.
• Coordinate with internal support functions and external partners to facilitate timely resolution of operational and administrative needs.
• Handle confidential and non-routine information with the utmost discretion.
• Provide support to Board liaison as needed.
• Perform other duties and responsibilities as assigned to support evolving organizational needs.

Qualifications and Requirements:

• Bachelor's degree in business administration, management, communications, public administration, or a related field preferred. Equivalent experience may be considered for exceptional candidates.
• 5+ years of progressively responsible experience providing executive support, administrative operations support, project coordination, or similar work supporting senior leaders required. Experience with in nonprofits, healthcare organizations, higher education institutions, startups, or similarly complex environments preferred.
• Demonstrated experience supporting…