Executive Assistant III

Job Description

Job Summary

A key member of the Quantitative Biosciences Insitute's leadership support team, oversees the Director's and leadership team's daily administrative needs and schedule and functions with a high degree of autonomy and utmost discretion. The incumbent will act in a problem-solving and coordinating role in support of the Director and his leadership team working with a wide variety of personnel, internally and externally, including University leaders, faculty, staff, and students.

Key areas of responsibility include: managing a complex executive calendars and meeting coordination; providing on-site logistical support for meetings (slides, agendas, refreshments, video teleconferencing, etc.); coordinating complex travel logistics (includes arranging flights, transportation, lodgings, meeting registrations and keeping track of financial commitments and processing/tracking reimbursements); using skilled judgment and discretion in triaging emails and other incoming requests for the Director and QBI leadership team; drafting written comunications and materials; provide background materials, talking points, and briefing materials for the Director, and composing and maintaining the Director's task lists. The incumbent will take on a variety of ad-hoc projects as needed.

Responsibility for providing high executive level of support and for directing inquiries to appropriate resources or contact as needed requires an understanding of Director's goals and priorities, and a thorough understanding of the QBI's structure, academic programs, policies, workflow and communication demands. This position uses concepts and organziational objectives to resolve the most complex issues with institution-wide impact, and must have an expert level of professionalism, confidentialtiy, and diplomacy.

Qualifications

Required Qualifications - Bachelor's degree in related area and / or equivalent experience / training. - Minimum 3 years of related experience supporting an executive. - Advanced knowledge of the organization's processes, protocols and procedures. - Intermediate to advanced knowledge of common organization-specific computer applications. - Strong analytical / problem-solving skills. - Advanced service orientation. - Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing. Advanced writing, proofreading and editing skills. - Ability to multi-task with demanding timeframes. Flexibility to adapt to sudden changes. - Ability to use a high level of discretion and maintain all confidentiality. - Mid-level project management skills. - Ability to work both independently and in a group/team setting. Required Licenses and/or Certifications None listed. Preferred Qualifications None listed.