Executive Assistant II (Hybrid) - Neurology

• →Ensures most efficient use of time by anticipating and preparing daily schedule. Schedules, prioritizes and maintains appointment calendar. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
• →Acts as liaison between leadership, school, university, and community constituents. Uses discretion in responding on behalf of executive if information is known, and prioritizes mail, call backs, etc. Establishes and maintains confidential files ensuring efficient retrieval for all personnel authorized to access data.
• →Provides executive support. Oversees and ensures the daily administrative operations run smoothly. Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding campus operations, policies and procedures. Manages telephone and visitor traffic in administrative offices. Serves as primary contact for the executive; refers inquiries to appropriate departments as necessary and responds on executive’s behalf. Investigates issues and problems. Drafts and prepares responses to urgent requests. Interact regularly with university leadership, faculty and staff on behalf of the executive’s office, and manage all administrative responsibilities necessary to representing the executive’s office in a professional and organized manner. Ensures that all requests, communications, and demands made of the executive’s office are addressed in a timely, high-quality way. Ensures that all deadlines are met. Ensures that all tasks and administrative responsibilities of the executive’s office are met on time, professionally, and responsibly.
• →Supervises office administrative staff.
• →Schedules and coordinates travel including transportation, lodging, registration, and visa/passport as required. Completes travel reimbursement documents and travel expense reports in the university’s Financial Information System.
• →Manages the purchase of supplies, equipment, and services. Accurately processes invoices, travel reports, check requests, internal documents, remote purchases, blanket orders, and receipt vouchers on a timely basis using financial systems. Maintains files for audit purposes. Schedules and contracts for meeting rooms, arrange catering and rentals. Works with tax department to process moving expenses for new department staff.
• →Prepares confidential correspondence and all materials for executive, senior staff and other officials. Assumes lead responsibility to prepare and assemble materials required by the executive for meetings and events. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials as necessary.
• →Performs other duties as assigned.

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