Tufts University

Research university in Medford, MA

Executive Assistant

Executive SupportConfirmed live in the last 24 hours

Full-timeBoston, MA, USA$33.65 - $46.60In-person

About the Job

Requirements

An associate's degree.
Five years of related experience.
A proven track record of proactively managing complex schedules.
A proactive approach to daily responsibilities.
Superior written and oral communication skills.
Ability to work with confidential information and data.
Ability to manage competing priorities in a fast-paced environment.
Ability to anticipate needs and proactively solve problems.
Strong project management skills.
Ability to take initiative and ownership of projects.
Proficiency with Microsoft Office applications.
Detail-oriented with strong organizational skills.
Strong interpersonal skills.

Responsibilities

Proactively manage and prioritize executives’ schedules, including high volumes of overlapping meeting requests, resolve calendar conflicts, and manage recurring meetings; arrange rooms, audiovisual equipment, and other meeting needs.
Prepare relevant, sometimes confidential, materials for meetings, including agendas, meeting notes or minutes, action-item tracking, and follow-up; attend meetings and provide staff support as appropriate.
Prepare presentations, including slide preparation, editing, proofreading, and creation of other necessary materials.
Participate in and manage special projects as required, including relationship management of clinical affiliates by creating and maintaining a visit-tracking system, collating evaluation data and action items in preparation for visits, and tracking and managing action items and visit follow-up.
Support exploration of new academic programs and new administrative initiatives.
Support key projects and priorities overseen by the Executive Associate Dean and/or Vice Dean for Academic Affairs in alignment with the School’s mission, vision, and strategic plan.
Organize and plan logistics for meetings, retreats, events, initiatives, and travel arrangements.
Assist executives in managing and prioritizing communications with internal and external constituencies.
Edit, proofread, and compose slide decks, correspondence, and reports.
Follow up on action items.
Participate in or lead assigned projects for the executive’s office.

Desired Qualifications

A bachelor's degree.
Seven to ten years of experience.
Experience in a higher education, healthcare, or not-for-profit setting.
Familiarity with medical schools and/or healthcare organizations.

Overview

The Office of the Dean is responsible for the academic and administrative functions of Tufts University School of Medicine, including overseeing the School’s academic programs and departments, the teaching and research enterprises, student services, and campus buildings and facilities. Within the Office of the Dean, this Executive Assistant will support the Executive Associate Dean (EAD) and the Vice Dean for Academic Affairs (VDAA). The Executive Associate Dean serves as the school's chief administrative officer, providing strategic leadership and oversight for planning, operations, finance, workforce, facilities, research support, and institutional priorities in partnership with the Dean and university leadership. The Vice Dean for Academic Affairs provides strategic leadership to advance educational excellence, faculty development and advancement, graduate and continuing medical education, and a collaborative academic environment that supports the mission and long-term success of the School of Medicine.

What You'll Do

The Executive Assistant supports the work of the EAD and VDAA by carrying out complex administrative duties which include: managing and prioritizing a high volume of meeting requests on very complicated calendars; organizing and planning logistics of meetings, retreats, and other events and initiatives; organizing and planning travel arrangements; assisting the executives in managing and prioritizing communications with internal and external constituencies; editing, proofreading, and composing slide decks, correspondence, and reports; following up on action items; participating in or leading assigned projects for the executive's office.

Proactively manages and prioritizes executives’ schedule of meetings, including managing high volume of overlapping requests, resolving calendar conflicts, and managing recurring meetings. Arranges for rooms, audio visual, and other meeting needs.
Prepares relevant materials (some confidential) for meetings; including agendas, meeting notes/minutes, action item tracking and follow up. Attends and provides staff support as appropriate.
Provides support for presentations, including slide preparation, editing/proofreading, and creation of other necessary materials.
Participates in and manages special projects as required, including, but not limited to:
- Relationship management of clinical affiliates (creating and maintaining visit tracking system, collating evaluation data and action items in preparation for visit, tracking/managing action items and visit follow up).
- Support for exploration of new academic programs and/or new administrative initiatives.
- Support for key projects and priorities as overseen by the EAD and/or VDAA in alignment with the School’s mission, vision, and strategic plan

What We're Looking For

Basic Requirements:
Knowledge and experience typically acquired by:

Associate's Degree
5 years of related experience
Proven track record of proactively managing complex schedules
Proactive approach to daily responsibilities
Superior written and oral communications skills
Ability to work with confidential information and data
Ability to manage competing priorities in a fast-paced environment
Ability to anticipate needs and proactively solve problems
Strong project management skills
Ability to take initiative and ownership of projects
Proficiency with MS Office applications
Detail oriented with excellent organizational skills
Strong interpersonal skills

Preferred Qualifications:

Bachelor's Degree
7-10 years
Experience in a higher education, healthcare, or not-for-profit setting
Familiarity with medical schools and/or health care organizations

Pay Range

Minimum $33.65, Midpoint $40.10, Maximum $46.60

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.

About the Company

Tufts University

Research university in Medford, MA

Tufts University is a private research university headquartered in Medford, Massachusetts. It offers undergraduate, graduate, and professional programs through schools in the Boston area and beyond.

Company size: Not listed
Company stage: Not listed
Total funding: Not listed
Headquarters: Not listed
Founded: Not listed

Recently Posted Jobs

Explore more opportunities at Tufts University

See more jobs