Executive Administrative Assistant - Morehouse School of Medicine : Job Details

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Please see Special Instructions for more details.

Employment in this role may be contingent upon extramural funding and successful performance and may be terminated or reduced in percentage of appointment if such funding is not secured or ceases to be available.

Posting Details

Position Information

About MSM

Morehouse School of Medicine ( MSM ) is a place of distinction, serving as the nation's leading academic medical center for vulnerable populations. It's also a place for passionate individuals looking to join a dedicated community working today to help prepare tomorrow's leaders.

We exist to:

• Improve the health and well-being of individuals and communities;

• Increase the diversity of the health professional and scientific workforce;

• Address primary health care through programs in education, research and service;

With emphasis on people of color and the under-served urban and rural populations in Georgia, the nation and the world.

At Morehouse School of Medicine, we're leading the creation and advancement of health equity. You will find a fulfilling career at MSM !

Posting Number NONAC3628

Job Title Executive Administrative Assistant

Position Title Executive Administrative Assistant

Position Type Non-Faculty

Number of vacancies 1

Salary Salary is commensurate with experience

Department Office of The President and CEO

Position Summary

In support of Morehouse School of Medicine's Vision; “Leading the creation and advancement of health equity,” the Office of the President and CEO is seeking an Executive Administrative Assistant.

The Executive Administrative Assistant (EA) will perform high-level executive and administrative duties in support of the President and CEO . The EA will complete travel assistance, scheduling support and executive support. The EA will have the ability to build and maintain strong working relationships with colleagues, peer groups, and senior leadership. They will be able to summarize complex information quickly and effectively into clear, concise writing. The EA will have a clear understanding of the Morehouse School of Medicine mission and collaborative style of operation with the ability to work simultaneously on multiple tasks in a fast-paced environment. The EA will be flexible and have the ability to adapt to changing conditions and requirements. Key responsibilities include initiating special reports, composing routine correspondence, information and communicating with personnel at all levels.

Minimum Qualifications

• Education: Associates Degree in Business or related discipline from an accredited university or college and a minimum two (2) years of experience in customer service or High School Diploma/ GED from an accredited school or institution and a minimum four (4) years of experience in customer service and/or product planning capacity and communications. Degree must be from a regionally accredited college or university.

• Experience: 1-2 years of related experience. Experience equivalent to education.

• Must be proficient in Microsoft Office Suite, including Teams, Zoom Conferencing and Google products.

• Position requires general clerical skills, basic word processing and data entry.

• Good organizational skills.

• Must be able to type 55 WPM .

• Demonstrated communication and interpersonal skills to deal effectively and professionally with faculty, staff, vendors, and the general public.

• Ability to communicate effectively orally and in writing.

Preferred Qualifications

• Education: Bachelors Degree in Business or related discipline from an accredited university or college

• Experience in an academic, post-secondary setting

• Familiarity with student support services and processes, technologies and their applications in education, policies, and procedures

• Experience with University student service systems helpful

Closing Date

Open Until Filled Yes

Special Instructions to Applicants

Employment in this role may be contingent upon extramural funding and successful performance and may be terminated or reduced in percentage of appointment if such funding is not secured or ceases to be available.

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EEO Statement Summary

Morehouse School of Medicine is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Georgia State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Morehouse School of Medicine does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression.

Job Duties

Description of Job Duty

Executive Office Management & Support:

• Serve as the primary administrative support for the President and CEO , managing daily operations of the Executive Office.

• Oversee the President's schedule, travel, and meeting logistics, ensuring optimal time management and prioritization of strategic initiatives.

• Manage confidential and sensitive information with discretion and professionalism.

• Planning team meetings and one-on-ones with direct reports, peers, etc., and juggling the competing demands for meetings across the institution. You also have a critical role to bringing people together and thinking about what goes into making those meetings or gatherings meaningful.

• Regularly schedule 1:1 meetings (touch base) with ELT . Make sure regular cadence is occurring.

• Time management, continuous time, and continuous calendar management to ensure the executive leader is on time and where they are scheduled to be accordingly. This may require actions such as providing advance reminders, appropriate interruption of meetings to keep the executive on time, and the transmission of text messages ahead of time, etc.

• For meetings, prepare and ensure I am fully prepared in advance with appropriate resources, materials, handouts, flip charts, room reservations, catering etc.

• Act as the primary point of contact for the President's Office, triaging requests and ensuring effective communication with leadership, faculty, staff, and external partners.

Executive Office Communication:

• Serve as a trusted liaison for the Office of the President and CEO

• Bring roadblocks to the leader's attention early as they pertain to scheduling, events, and finances.

• Set up and conduct, preserve time for weekly and (sometimes more) regular touch bases to ensure alignment. Checking in for alignment verbally and in person.

• Conduct and align on time management, vacation, time away, flex, and sick days via face-to-face conversations beforehand.

• Keep the President and CEO informed, staying connected to the daily changes of needs, through text, phone, and email communication.

Executive Office Project & Strategic Initiative Support

• In concert with the Chief of Staff and Executive Associate, provide project management support for strategic initiatives led by the President's Office, ensuring timely execution and alignment with institutional goals.

• Track, monitor, and follow up on key action items, deadlines, and deliverables related to ongoing projects and engagements

• Coordinate with various departments to facilitate cross-functional collaboration on major projects, policy initiatives, and institutional priorities.

• Develop project timelines, track progress, and identify potential risks or roadblocks, ensuring smooth execution of initiatives.

• Assist in drafting and reviewing strategic documents, including white papers, reports, and project proposals.

• Work in partnership with the Board Liaison on coordinating meetings, materials, and follow-up communications.

• Demonstrated proactive support of deliverables by anticipating, reviewing, and editing. Completion of tasks and projects through final deliverables or outcomes. This can be related to work deliverables like a presentation to the leadership council, an announcement for marketing and communication, or items like ordering gifts and responding to correspondence.

Routine Operations for the Executive Office

• Fully transition all work by the scheduled due date.

• Complete calendar and meeting management, providing weekly and daily calendar updates in a timely fashion.

• All meetings should have meeting rooms reserved to accompany the meetings.

• Reconciliation of expenses, billings, invoicing, and other vendors for whom we process payment.

• Develop a system for tracking all invoices, expenses, etc.

• Ensure seamless coordination of presidential engagements, including speaking events, donor meetings, and legislative interactions.

• In partnership with the Executive Associate, tracking speaking engagement honorariums.

• Partner with any who calls upon your office to support, guide, or serve.

• Team with other Executive Administrative Assistants on the ELT to fully support the President and CEO through collaboration and planning across MSM .

Executive Office Judgements and Problem Solving

• Work ahead, anticipating needs, juggling competing priorities, understanding the breadth of strategic priorities, and delivering against those demands.

• Understand the content of what the President and CEO is being asked to deliver, supporting the pre-work so that we have the right amount of time to prepare for that work to be delivered.

• Print materials for meetings prior to meetings, leave materials for the next day in advance of departing the night before.

• Take the initiative to solve problems, demonstrate initiative, and business department support

• Take time to learn the work content of each area.

• Work to the outcomes, not the process.

• Work deliverables should be delivered on time, with the accompanying high-quality results.

• Maturity, stability, and emotional intelligence to navigate high-stakes situations with diplomacy and professionalism.

• Strong stress tolerance and the ability to remain calm, composed, and solution-oriented under pressure.

• Flexibility and adaptability to shifting priorities, urgent deadlines, and evolving institutional needs.

• Ability to put things in perspective, demonstrating sound judgment in high-pressure scenarios.

• Exceptional organizational and multitasking skills with the ability to manage complex priorities.

• 24/7 Confidentiality in the office.

• Judgment to take care of yourself as you are also taking care of the office, such as taking a lunch break, scheduling a vacation, and taking time away from the office.

• Other duties as assigned

Pre-Employment/Employment Requirements

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization

Immunization Requirements

It is MSM's Immunization policy that all Prospective Employees are encouraged to provide proof that they are vaccinated against COVID -19 prior to commencement of employment. If employment will commence during Flu Season, MSM requires all individuals to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless granted an exemption. Failure to provide proof of vaccination for any required vaccines or obtain an exemption from MSM will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• • What is the highest level of education you have completed?

• Terminal degree (Ph.D., Ed.D., J.D. or other) from a regionally accredited college or university

• Masters degree from a regionally accredited college or univeristy

• Bachelors degree from a regionally accredited college or university

• Associate's degree from a regionally accredited college or university

• High School diploma or GED

• My college degrees were conferred but are not accredited or recognized by the Dept. of Education

• • Please detail in full your prior experience providing C-Suite professional administrative support, ensuring the inclusion of length of service and industry.

(Open Ended Question)

• Please provide contact information to include name, title, organization, phone and email address for 3 professional references and their professional affiliation with you.

(Open Ended Question)

• • What is your date of availability?

(Open Ended Question)

• • What is your salary expectation?

(Open Ended Question)

Applicant Documents

Required Documents

• Cover Letter

• Curriculum Vitae or Resume

Optional Documents

• Other Document