Executive Administrative Assistant

Executive Administrative Assistant – Rosalind Franklin University of Medicine and Science

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Base pay: $28.21/hr - $33.33/hr actual pay is based on skills and experience.

The Executive Administrative Assistant provides administrative and operational support to the Office of the President and Board of Trustees. Reporting to the Executive Administrator, this role helps execute the daily mechanics of schedules, meetings, communications, and board operations so the President, Chief of Staff, and Executive Administrator can focus on institutional priorities.

Our benefits package includes medical, dental, and vision plans; paid parental leave; short‑term and long‑term disability; life insurance; flexible spending accounts; and a 403(b) retirement plan with an 8% employer contribution after 2 years. Eligible staff receive 3 weeks vacation/personal leave, 15 sick days, and 9 paid holidays plus floating holidays.

• Support the President's and Chief of Staff's daily schedules by sending invitations and holds, processing reschedules and confirmations, printing daily calendars, and assembling basic meeting details.
• Coordinate meeting logistics for the President's Cabinet and other standing meetings, including scheduling, room and Zoom reservations, collecting materials from presenters, assembling packets, tracking attendance, and arranging catering.
• Assist with travel arrangements for the President and Chief of Staff, booking flights, hotels, and ground transportation, preparing itineraries, and gathering receipts for expense reports.
• Provide calendar, travel, and expense support to the CFO as capacity allows and in alignment with President's Office priorities.
• Support Board of Trustees operations by uploading materials to the OnBoard portal, maintaining trustee and committee lists, preparing printed packets, nameplates, table tents, and related meeting materials.
• Prepare letters and other written communications for the President's signature, route documents for signatures, and track written notes and donor acknowledgements.
• Schedule Zoom webinars and meetings from established templates, send invitations and reminders, confirm links and settings, and coordinate technical or onsite support.
• Assist with presidential events and briefings by monitoring relevant calendars, placing or updating holds, gathering logistical details, and organizing basic briefing materials.
• Help maintain a welcoming environment in the President's Office, Board Room, and Garden Room by greeting visitors, managing conference room reservations, and coordinating routine technology and maintenance requests.
• Monitor and replenish office and food supplies for the President's Office and Board meetings; handle mail, shipping, and deliveries.
• Update budget tracking worksheets, pull basic reports from Finance, and process invoices, POs, contracts, and reimbursements for the President's Office and Board budgets.
• Maintain organized electronic and hard‑copy files in SharePoint/InSite, Google Drive, OnBoard, and other systems.
• Assist with updating internal process documents and the President's Office operations manual as practices evolve.
• Perform additional responsibilities as assigned to support the Office of the President and Board of Trustees.

• Must achieve satisfactory results from a background check.

• Associate's degree or equivalent experience required.
• 3+ years of administrative support experience, preferably in higher education, healthcare, nonprofit, or corporate executive environment.

• Strong organizational skills with consistent attention to detail and follow‑through.
• Ability to manage multiple tasks and deadlines in a fast‑paced environment.
• Demonstrated professionalism, discretion, and commitment to confidentiality.
• Strong interpersonal skills and ability to interact effectively with faculty, staff, students, trustees, and external partners.
• Good judgment in handling matters…