Executive Assistant II

We are seeking an experienced, thoughtful executive assistant to provide high-level support to a senior Neurology faculty leader whose work spans research, clinical, institutional, and external commitments. This role is ideal for someone who enjoys bringing clarity to a complex schedule, anticipating needs, and building trusted relationships across a dynamic organization.

This role will provide direct support to a senior and highly regarded faculty member overseeing a broad portfolio of programs and research initiatives, including the DIAN Trials Unit, the DIAN observational study, C-BRAIN, the DIAN-TU Pharma Consortium, the Tracy Family SILQ Center, and the Bateman Laboratory. Together, these programs represent more than $250 million in active funding and a collaborator network spanning five continents.

• Manage and prioritize a complex appointment calendar, anticipate scheduling needs, and prepare the daily schedule for efficient use of the faculty leader’s time.
• Identify conflicts early, coordinate meetings across time zones, and ensure meeting details, confirmations, backup materials, and preparation time are in place.
• Protect time for focused work and required responsibilities while adjusting schedules thoughtfully as priorities change.

• Serve as the primary administrative contact and liaison with university leadership, faculty, staff, students, community constituents, and external partners.
• Use discretion to respond on the faculty leader’s behalf when information is known, prioritize communications and urgent requests, investigate administrative issues, and route inquiries appropriately.
• Oversee daily administrative operations, track deadlines and projects, coordinate signature requests, and maintain organized confidential files for authorized access.
• Draft and edit polished correspondence and other materials, ensuring requests and communications are handled in a timely, professional, and high-quality manner.

• Coordinate domestic and international travel, including transportation, lodging, registration, itineraries, and visa or passport needs when required.
• Prepare travel reimbursements and expense reports; process invoices, check requests, purchasing documents, and related transactions accurately and on time; maintain documentation for audit purposes.
• Coordinate meeting rooms, catering, rentals, supplies, equipment, and services as needed.
• Anticipate travel changes and help resolve disruptions or last-minute adjustments.

• Lead the preparation and assembly of confidential materials for meetings, events, and speaking engagements.
• Research, compile, and summarize relevant issues, policies, and topics; prepare background information, talking points, presentations, and briefing materials.
• Track follow-up items and help ensure they reach the appropriate owner.

• The faculty leader’s time is used purposefully, and the calendar and supporting materials are accurate and well organized.
• Routine decisions are handled independently, true decision points are escalated appropriately, and deadlines are consistently met.
• Travel, expenses, meetings, and office operations are coordinated accurately and professionally.
• Colleagues and external partners receive timely, tactful, and respectful communication.
• Confidential information is handled with consistent discretion and care.

• High school diploma or equivalent high school certification, or an equivalent combination of education and experience.
• Seven years of administrative and/or office management experience, including seven years providing support to executive-level personnel.
• Demonstrated skill in stress management, attention to detail, self-organization, calendar management, management practices, project tracking, office management, administrative support, sound judgment, leadership, confidentiality, project development, Microsoft Office, adaptability, interpersonal relationships, and project coordination.
• Demonstrated flexible mindset, proactive planning, ability to work independently, strong editing skills, personal initiative, problem-solving ability, diplomatic approach, and effective oral communication.
• Ability to use standard office equipment and perform work typically completed while sitting at a desk or table.

• Experience in a university, academic medical center,…