Institute Executive Assistant - Administrative/Clerical

Position Summary

General Summary/Responsibilities:

The Institute Executive Assistant provides comprehensive administrative and organizational support to the leadership of the institute. This position plays a critical role in enabling the executive team to operate efficiently by managing complex calendars, facilitating communications, coordinating events, preparing documentation, and ensuring smooth day-to-day operations. The ideal candidate is professional, detail-oriented, and capable of handling confidential information with discretion.

Essential Duties & Functions:

-Manage executive calendars, schedule appointments, and coordinate internal and external meetings.

-Organize travel arrangements, itineraries, and accommodations for executives and guests.

 -Prepare and proofread reports, presentations, correspondence, and meeting materials.

-Serve as a liaison between executive leadership and institute staff, faculty, partners, and stakeholders.

-Assist in the planning and execution of institute events, board meetings, and special projects.

 -Track deadlines, deliverables, and follow-ups for strategic initiatives and executive tasks.

-Maintain organized filing systems (physical and digital) for institutional records and documents.

-Process expense reports, invoices, and reimbursements in accordance with organizational policies.

 -Handle sensitive and confidential information with the highest level of discretion.

-Provide general administrative support and contribute to a collaborative and efficient office environment. 

·Manage executive calendars, schedule appointments, and coordinate internal and external meetings.

·Organize travel arrangements, itineraries, and accommodations for executives and guests.

·Prepare and proofread reports, presentations, correspondence, and meeting materials.

·Serve as a liaison between executive leadership and institute staff, faculty, partners, and stakeholders.

·Assist in the planning and execution of institute events, board meetings, and special projects.

·Track deadlines, deliverables, and follow-ups for strategic initiatives and executive tasks.

·Maintain organized filing systems (physical and digital) for institutional records and documents.

·Process expense reports, invoices, and reimbursements in accordance with organizational policies.

·Handle sensitive and confidential information with the highest level of discretion.

Provide general administrative support and contribute to a collaborative and efficient office environment.

Qualifications

Education

Minimum Level of Education Required: High School completion / GED

Additional requirements:

§Type of degree: N/A

§Area of study or major: N/a

§Preferred educational qualifications: Administrative secondary education preferred. Experience in health care secretarial work and familiarity with medical terminology are desirable.

§Position specific testing requirement: N/A

Licensure/Certification/Registration

§n/a

Experience

Minimum Level of Experience Required: 5 - 7years of job related experience

Prior job title or occupational experience: N/A

Prior specific functional responsibilities: N/A

Preferred experience: N/A

Other experience requirements: N/A

Knowledge/Skills

§Proficiency with Microsoft Office Suite and virtual meeting platforms.

§Strong organizational and multitasking skills with exceptional attention to detail.

§Excellent written and verbal communication skills.

§Ability to work independently, prioritize tasks, and manage time effectively.

§Professional demeanor and ability to interact with high-level stakeholders.

§Discretion in handling confidential information and professional judgment in decision-making.

§Proficiency with Microsoft Office Suite and virtual meeting platforms.

§Strong organizational and multitasking skills with exceptional attention to detail.

§Excellent written and verbal communication skills.

§Ability to work independently, prioritize tasks, and manage time effectively.

§Professional demeanor and ability to interact with high-level stakeholders.

§Discretion in handling confidential information and professional judgment in decision-making.