INSTITUTE EXECUTIVE ASSISTANT

Position Summary

General Summary/Responsibilities:

The Institute Executive Assistant provides comprehensive administrative and organizational support to the leadership of the institute. This position plays a critical role in enabling the executive team to operate efficiently by managing complex calendars, facilitating communications, coordinating events, preparing documentation, and ensuring smooth day-to-day operations. The ideal candidate is professional, detail-oriented, and capable of handling confidential information with discretion.

Essential Duties & Functions:

-Manage executive calendars, schedule appointments, and coordinate internal and external meetings.

-Organize travel arrangements, itineraries, and accommodations for executives and guests.

- Prepare and proofread reports, presentations, correspondence, and meeting materials.

-Serve as a liaison between executive leadership and institute staff, faculty, partners, and stakeholders.

-Assist in the planning and execution of institute events, board meetings, and special projects.

- Track deadlines, deliverables, and follow-ups for strategic initiatives and executive tasks.

-Maintain organized filing systems (physical and digital) for institutional records and documents.

-Process expense reports, invoices, and reimbursements in accordance with organizational policies.

- Handle sensitive and confidential information with the highest level of discretion.

-Provide general administrative support and contribute to a collaborative and efficient office environment.

·         Manage executive calendars, schedule appointments, and coordinate internal and external meetings.

·         Organize travel arrangements, itineraries, and accommodations for executives and guests.

·         Prepare and proofread reports, presentations, correspondence, and meeting materials.

·         Serve as a liaison between executive leadership and institute staff, faculty, partners, and stakeholders.

·         Assist in the planning and execution of institute events, board meetings, and special projects.

·         Track deadlines, deliverables, and follow-ups for strategic initiatives and executive tasks.

·         Maintain organized filing systems (physical and digital) for institutional records and documents.

·         Process expense reports, invoices, and reimbursements in accordance with organizational policies.

·         Handle sensitive and confidential information with the highest level of discretion.
Provide general administrative support and contribute to a collaborative and efficient office environment.

Qualifications

Education

Minimum Level of Education Required:  High School completion / GED

Additional requirements:

§   Type of degree :  N/A

§   Area of study or major :  N/a

§   Preferred educational qualifications :  Administrative secondary education preferred. Experience in health care secretarial work and familiarity with medical terminology are desirable.

§   Position specific testing requiremen t:  N/A

Licensure/Certification/Registration

§    n/a

Experience

Minimum Level of Experience Required:  5 - 7   years of job related experience

Prior job title or occupational experience:  N/A

Prior specific functional responsibilities:  N/A

Preferred experience:  N/A

Other experience requirements:  N/A

Knowledge/Skills

§   Proficiency with Microsoft Office Suite and virtual meeting platforms.

§   Strong organizational and multitasking skills with exceptional attention to detail.

§   Excellent written and verbal communication skills.

§   Ability to work independently, prioritize tasks, and manage time effectively.

§   Professional demeanor and ability to interact with high-level stakeholders.

§   Discretion in handling confidential information and professional judgment in decision-making.

§   Proficiency with Microsoft Office Suite and virtual meeting platforms.

§   Strong organizational and multitasking skills with exceptional attention to detail.

§   Excellent written and verbal communication skills.

§   Ability to work independently, prioritize tasks, and manage time effectively.

§   Professional demeanor and ability to interact with high-level stakeholders.

§   Discretion in handling confidential information and professional judgment in decision-making.