Sr. Executive Assistant; H

Core Job Functions

• Reports to and supports top‑level leadership (Vice President and above) and their department(s) with high‑level executive support.
• Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgement and discretion.
• Manages executive's calendar and approves/declines meeting requests on behalf of the executive to ensure schedule is aligned to meet upcoming deadlines and/or priorities. Prioritises meetings for executive to include the rescheduling and/or cancellation of other high‑level meetings.
• Manages executive’s travel arrangements and budget.
• Independently creates memos, reports, presentations, project timelines and documents for distribution to members of various departments or meeting on behalf of the executive.
• Ensures executive is prepared for meetings and/or presentations and is kept abreast of important information prior to any meetings/conference calls.
• Uses independent judgement to respond on behalf of the executive, ensuring the confidential handling of information, correspondence and communications, including incoming, outgoing, and electronic communications on behalf of executive.
• Prioritises and manages multiple projects and/or special assignments championed by the executive.
• Leads the planning of annual or ad‑hoc special events.
• Trains and supervises lower‑level clerical staff as needed.
• Adheres to University and unit‑level policies and procedures and safeguards University assets.

Education: Associate degree or equivalent

Experience: Minimum 7 Years Of Relevant Experience

Knowledge, Skills and Attitudes:

• Learning Agility:
  Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork:
  Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency:
  Skilled in using office software, technology, and relevant computer applications.
• Communication:
  Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

• Primarily responsible for representing the department Chair both nationally and internationally among the highest levels of university administration, the medical community and its recognised organisations, governmental and public agencies, media, high profile business leaders, organisations, and major donors.
• Administrative support the department Chair with day‑to‑day tasks (Managing calendar, scheduling meetings, taking minutes, travel arrangements, reserving conference rooms, etc.)
• Responsible for handling all matters involving the Chair’s activities including complex, unique, and confidential situations. Independently facilitates and initiates leadership communications and interactions on behalf of and in line with the Chair’s preferences and university guidelines.
• Independently carries out key responsibilities and project management under the Chair’s purview, such as monitoring and evaluating projects, financial planning, and review, and communicating progress to senior management.
• Provides support to the Chair in convening required meetings on short‑ and long‑term projects. This may include undertaking research, tracking trends, preparing presentations; development of meeting agendas; drafting briefing papers and/or compiling pertinent background materials for attendees; preparing summaries of discussion; coordinating logistical arrangements; and ensuring appropriate and effective communication with participants.
• Works in coordination with other UMMSM staff to oversee complex, high‑priority projects, that require cross‑functional engagement with key staff across the organisation and with external stakeholders.
• Assists in developing funding proposals and initiatives for fundraising purposes in cooperation with Development.
• Prepares correspondence, assists with speeches, and presentations to nationally and internationally recognised organisations. Includes coordinating research, gathering data, and conferring with colleagues serving as primary contact for all activities for the Chair.
• Provide Administrative Support to NRS faculty and…