Executive Assistant (Mays Cancer Center)

Under general supervision, responsible for providing advanced administrative support for senior management and executives.

• Prepares correspondence, memoranda, reports, or related documents and materials.
• Initiates routine and non-routine correspondence/memoranda as needed.
• Prepares and submits departmental requisitions, forms, reimbursements, and vouchers for vendors and staff.
• Monitors emails and assist with timely and appropriate responses for priority matters.
• Screens and routes calls and visitors, as appropriate, and resolves routine and complex inquiries.
• Utilizes assistance of one or more lower level secretaries on a reporting or project basis.
• Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements accordingly.
• Assists in directly organizing and obtaining documents needed for meetings.
• Drafts agendas, and prepares and distributes meeting minutes.
• Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes.
• Organizes and maintains files and key documents for appropriate record keeping.
• Serves as administrative liaison and first point of contact for resource to departments and offices within the institution regarding policies and procedures.
• Performs all other duties as assigned.

• Ability to be self-directed in accomplishing the coordination and decision-making responsibilities of administrative processes.
• Efficiently uses time to identify short and long term priorities; fulfills realistic goals; and responds to schedules of others.
• Ability to maintain confidentiality of information, documents and materials.
• Demonstrated ability to effectively communicate verbally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
• Detail oriented with meticulous planning and organizational skills while balancing multiple priorities.
• Proficiency with Microsoft Office Suite.

EDUCATION:

Bachelor's degree is preferred, will accept experience in lieu of education.