Job ID: BH438564
Category: Executive Assistant
Provides wide range of complex office and administrative support to a senior manager or executive. Requires excellent communication and interpersonal skills. Serves as principal contact and source of information for customers of the department, including faculty, students, staff and external customers. Develops, implements and administers office procedures, policies and operations. May monitor budget including tracking expenditures and preparing reports. May maintain personnel records. Reviews, routes, answers and monitors follow up actions on correspondence. Provides wide ranging support including keyboarding, composing and editing letters, memoranda, reports, lecture course materials, presentations, cases. Uses multiple common office applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email. Uses Internet, may include basic website maintenance. Manages complex calendars, arranges for meetings, appointments and travel arrangements. May attend meetings with executive to provide logistical support, take detailed notes, and track needed follow up items. Requires ability to rapidly learn University and departmental policies and procedures.
Performs a wide range of administrative activities to support faculty, including supporting teaching, research and external activities. Serves as key contact for inquiries (including the press), independently prioritizing and troubleshooting issues. Handles high volume of communications, and tracks/monitors necessary follow-up activity. Manages complex calendars, triaging high volume of invitations weekly, scheduling students; organization of materials for commitments; domestic and international travel planning logistics; reimbursements and other financial transactions related to outside activities/speaking engagements. Sets up courses including posting course materials to the class website and preparing print coursepacks; arranges seating charts and IT support. Uses numerous online communication tools in support of faculty's online presence.
Proven experience making complex judgments in a support role; expertise with scheduling/calendar coordination; strong organizational skills with ability to independently manage large work volume/multiple assignments. Must be flexible under pressure, respond to shifting deadlines, manage a variety of activities simultaneously, take initiative, and have superior detail-orientation. Experience proofreading; a strong service-orientation for significant contact with both internal and external constituencies; excellent written and verbal communication skills.
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.