Executive Assistant

Company Description

Adtalem Global Education is a national leader in post-secondary education and leading provider of professional talent to the healthcare industry. Adtalem educates and empowers students with the knowledge and skills to become leaders in their communities and make a lasting impact on public health, well-being and beyond. Through equitable access to education, environments that nurture student success, and a focus on expanding and diversifying the talent pipeline in healthcare, Adtalem is building a brighter future for communities and the world.

Adtalem is the parent organization of American University of the Caribbean School of Medicine, Chamberlain University, Ross University School of Medicine, Ross University School of Veterinary Medicine and Walden University.

We operate on a hybrid schedule with four in-office days per week (Monday-Thursday). This approach enhances creativity, innovation, communication, and relationship-building, fostering a dynamic and collaborative work environment.

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Job Description

The Executive Assistant II provides strategic administrative and operational support to two Vice Presidents leading critical functions in AI Innovation and Digital Learning Solutions. This role serves as a vital business partner, ensuring seamless coordination of priorities, communications, and operations while also managing project workflows and general office operations.

Acting with the highest level of professionalism, discretion, and integrity, the Executive Assistant II anticipates needs, streamlines workflows, coordinates cross-functional initiatives, and serves as a trusted partner in driving organizational excellence and collaboration across Adtalem's innovation portfolio.

Executive Support & Strategic Partnership

* Provide high-level administrative and strategic support to two Vice Presidents, managing complex calendars, domestic and international travel arrangements, meetings, and communications with accuracy and confidentiality.

* Anticipate needs and proactively manage competing priorities across both leaders to ensure they are fully prepared for meetings, events, and key initiatives.

* Own the rhythm of each executive's day and week - managing time as a strategic asset, protecting focus time, and optimizing for impact.

* Serve as a primary liaison between the Vice Presidents, internal teams, and external partners, reflecting Adtalem's values of respect, collaboration, and service excellence.

* Prepare, edit, and manage correspondence, reports, presentations, and briefing materials for senior leadership, including the Executive Cabinet and Board of Directors.

* Support expense tracking, and administrative needs for both Vice President offices.

* Build and maintain strong partnerships with other Executive Assistants across Adtalem to enable seamless scheduling, information flow, and enterprise-level coordination

* Act as a trusted sounding board and thought partner, exercising discretion, judgment, and situational awareness to help leaders make informed decisions.

Project Coordination & Strategic Initiatives

* Facilitate communication and coordination among project stakeholders, scheduling working sessions and capturing key decisions and next steps.

* Maintain project documentation, status reports, and repository of key materials.

* Maintain team huddle boards, and prepare and support team staff meetings.

* Partner with other executive offices to support strategic projects and initiatives across Adtalem and its institutions.

* Track executive action items, follow-ups, and deliverables, ensuring accountability and timely execution without overloading leaders.

* Continuously refine processes, templates, and tools to streamline executive operations and elevate efficiency across the office.

Office Operations

* Serve as first point of contact for the AI Innovation and Digital Learning Solutions offices, providing professional and welcoming support to visitors, guests, and employees.

* Manage guest check-in procedures, coordinate visitor badges, and ensure seamless hospitality experience.

* Oversee office supplies inventory, equipment needs, and workspace organization for both Vice President offices.

* Coordinate on-site meeting logistics including room setup, technology support, catering, and materials preparation.

* Maintain organized and secure filing systems, both physical and digital, and handle confidential information with discretion.

* Act as a calm, professional presence who sets the tone for the office environment - balancing warmth with executive-level polish.

* Manage sensitive information with absolute confidentiality, serving as gatekeeper and guardian of both time and trust.

Communications & Stakeholder Management

* Coordinate complex meetings, events, and convenings that advance institutional priorities and foster collaboration.

* Deliver requested documents and updates to the Office of the CEO and other key stakeholders as…