Executive Assistant - Dean College of Medicine

The Dean of the College of Medicine is seeking an Executive Assistant to provide high‑level administrative support to the Dean and the Office of the Dean. The role requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality.

• Schedule Management: Efficiently manage the Dean’s calendar, including scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate conflicting commitments to optimize the Dean’s time.
• Correspondence and Communication: Handle incoming communication, draft and edit correspondence on behalf of the Dean, ensuring accuracy and professionalism.
• Meeting Coordination: Prepare agendas, track attendance, arrange logistics, and provide necessary materials for the Dean’s meetings and briefings.
• Travel Coordination: Arrange domestic and international travel for the Dean and accompanying staff, including transportation, accommodations, visas, and other logistics.
• Information Management: Maintain organized physical and digital records related to the Dean’s activities, ensuring security and easy accessibility.
• Event Planning: Assist in planning and executing official events, ceremonies, and functions involving the Dean, coordinating with internal staff, external partners, and vendors.
• Liaison and Representation: Serve as the primary point of contact for stakeholders seeking access to the Dean, representing the Dean’s office with professionalism and diplomacy.
• Confidentiality and Discretion: Handle sensitive information with utmost confidentiality and discretion, following strict protocols.
• Administrative Support: Draft documents, prepare presentations, and perform other tasks to facilitate the efficient operation of the office.
• Manage special projects as assigned by the Dean.
• Provide business process improvement support to the Office of the Dean.

• Preparation of draft materials specific to key initiatives.
• Direct communication with involved departments at the COM, PSH, PSMSHMC, and the University.
• Creation of deliverables (reports, recommendations, PowerPoint presentations), taking and distributing meeting minutes, and preparing review materials.
• Management of the Dean’s office structure to maintain continuity throughout the office and staff.
• Day‑to‑day management with staff weekly to review work priorities and execution goals.
• Manage invoice review and processing for external contractors.
• Meeting scheduling and agenda preparation.
• Participate in regular meetings with staff directly interacting with the office of the Dean.
• Coordinate initiatives identified by the Dean.
• Schedule initiative projects or programs driven by the Dean’s office with identified leaders.
• Communicate regularly with executive sponsors and stakeholders.
• Serve as liaison to operational units at COM and University Park affected by initiatives and projects.
• Collect information for data gathering for key stakeholder groups.

• Bachelor’s degree.
• 10+ years of experience in executive support roles, preferably in an academic health system.
• Exceptional organizational and time‑management skills with the ability to prioritize tasks effectively.
• Outstanding written and verbal communication skills, with a high level of professionalism.
• Proficiency in Microsoft Office Suite, Adobe Acrobat, and calendar management tools.
• Managerial acumen to build effective and inclusive working partnerships both internally and externally.
• Ability to work effectively under pressure and adapt to changing priorities in a fast‑paced environment.
• Strong interpersonal and listening skills to communicate with a wide range of constituents.
• Action‑ and solution‑oriented; discretion and confidentiality in handling sensitive information.
• Flexibility to work occasional evenings and weekends as needed.

Bachelor’s Degree, 6+ years of relevant experience, or an equivalent combination of education and experience. No required certifications.

The position requires PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal…