Executive Assistant

Executive Assistant

The Executive Assistant provides confidential, high-level administrative support to the Chair in the Department of Microbiology. This position serves as a primary point of contact and liaison for internal and external stakeholders; manages complex calendars and communications; and coordinates a wide range of academic, operational, and event-related activities. The role requires strong judgment, discretion, and independent decision-making in resolving routine and complex inquiries;

supporting faculty, trainees, and staff; and ensuring the efficient functioning of the Chair's office and broader departmental operations. The Executive Assistant may coordinate faculty recruitment and promotion processes, departmental events, retreats, seminars, and visits from external collaborators, and will often lead or support special projects on behalf of department leadership.

Responsibilities

• Serve as a first-line resource and primary point of contact for the Chair's office; welcome and support visitors; triage emails and telephone calls to ensure timely and appropriate follow-up.
• Coordinate information flows from the Chair's office to faculty, staff, trainees, and central administration; ensure timely communication of key decisions and departmental updates.
• Maintain discretion and confidentiality with respect to sensitive personnel, academic, research, and financial matters.
• Maintain electronic and paper filing systems, contact lists, and records to support efficient operations of the Chair's office.
• Plan and coordinate domestic and international travel for the Chair, ensure alignment with University travel policies and budget guidelines, and submit reimbursements and reconcile expenses.
• Prepare special reports, summaries, and presentations for the Chair and department leadership using data from internal systems and external sources.
• Assist in planning and execution of faculty recruitment, appointment, promotion, and review processes in collaboration with the department administrator and BSD/University offices.
• Coordinate candidate visits (faculty, postdocs, staff), including travel, lodging, itineraries, interview schedules, and on-campus logistics.
• Collaborate with OFPRO, Academic Affairs and HR to support faculty, postdoctoral and research staff recruitment and onboarding process.
• Coordinate visits of invited speakers, external collaborators, and special guests; serve as initial contact and manage logistics including travel, lodging, itineraries, and meeting schedules.
• Provide comprehensive event planning support and ensure smooth execution, process related reimbursements, honoraria, and vendor payments.
• Support internal communication channels (email lists, newsletters, announcements) to promote departmental events, deadlines, and opportunities for faculty, trainees, and staff.
• Collaborate with BSD Communications and central offices on announcements, news items, and web content related to departmental achievements, grants, publications, and awards.
• Coordinate or support special projects and initiatives assigned by the Chair or administrator, such as strategic planning activities, program evaluations, or cross-department collaborations; identify opportunities to streamline workflows and enhance efficiency and process improvement.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• A bachelor's degree in business, communications, public administration, health administration, or a related field.

Experience:

• 7+ years of progressively responsible administrative experience in a related job discipline, ideally supporting senior leadership in an academic, research, healthcare, or similarly complex environment.
• Experience in a large research university, academic medical center, or scientific research department (e.g., microbiology, immunology, infectious diseases, molecular…