Executive Assistant - Dean College of Medicine

Executive Assistant Position

The Dean of the College of Medicine is seeking an Executive Assistant in Hershey, PA.

As Executive Assistant, the position will be responsible for providing high-level administrative support to the Dean of the College of Medicine. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information with confidentiality. The Executive Assistant will manage the Dean's schedule, coordinate meetings and events, handle correspondence, and act as a liaison between the Dean and various stakeholders.

Reporting to the Chief of Staff, this role will collaborate with other senior leaders in the College of Medicine (COM) to ensure the successful execution of committee and project priorities set by the Office of the Dean. Additionally, this role is responsible for tracking outcomes and conducting analysis, as well as providing administrative support to the Office of the Dean.

Situated within the Dean's Office, this position offers specialized services, gathers, and analyzes data and information, drafts reports, prepares presentations, manages coordination, and provides administrative support for initiatives led by the Dean. These initiatives may involve interaction with senior leaders both internally and externally, including the administrative offices of the University Dean, the office of the Provost and President.

General Key Responsibilities

Reporting to the Chief of Staff, the executive administrator will:

• Efficiently manage the Dean's calendar, including scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate conflicting commitments to optimize the Dean's time.
• Handle incoming communication, including emails, phone calls, and written correspondence. Draft and edit correspondence on behalf of the Dean, ensuring accuracy and professionalism.
• Coordinate meetings and briefings for the Dean, including agenda preparation, attendance tracking, and logistical arrangements. Provide necessary materials and ensure the Dean is adequately prepared for all engagements.
• Arrange domestic and international travel for the Dean and accompanying staff. Coordinate transportation, accommodations, visas, and other logistics to ensure smooth and efficient travel experiences.
• Maintain organized records and files, both physical and digital, related to the Dean's activities, initiatives, and correspondence. Ensure information is easily accessible and secure.
• Assist in the planning and execution of official events, ceremonies, and functions involving the Dean. Coordinate with internal staff, external partners, and vendors to ensure successful outcomes.
• Serve as a primary point of contact for internal and external stakeholders seeking access to the Dean. Represent the Dean's office with professionalism and diplomacy in interactions with government officials, business leaders, and the public.
• Handle sensitive information with the utmost confidentiality and discretion. Maintain strict confidentiality protocols and exercise sound judgment in all communications and interactions.
• Provide general administrative support to the Dean's office as needed, including drafting documents, preparing presentations, and performing 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

Professional

Qualifications:

• Bachelor's degree
• 10+ years 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 communication skills, both written and verbal, with a high level of professionalism.
• Proficiency in office productivity software such as Microsoft Office Suite, Adobe Acrobat and calendar management tools.
• Managerial acumen to build effective and inclusive working partnerships, both internally and externally.
• Outstanding organizational skills with ability to multitask
• Action and solution oriented
• Discretion and confidentiality in handling sensitive information and communications.
• Ability to work effectively under pressure and adapt to changing priorities in a fast-paced environment.
• Strong interpersonal skills and the ability to work collaboratively with diverse stakeholders.
• Flexibility to work occasional evenings and weekends as needed.

Personal Qualities:

• Outstanding critical thinking and judgment, strong organizational skills, and the ability to be both confident and diplomatic in a complex environment.
• Managerial acumen to build effective and inclusive working partnerships, both internally and externally, to support the COM mission, vision, and strategic initiatives.
• Action and solution oriented.
• Strong interpersonal and listening skills to communicate with a wide range of constituents.

Job Specific Duties Include, but not limited to:

• Preparation of draft materials specific to key initiatives.
• Direct…