Administrative Assistant

Administrative Assistant

Requirements

• Bachelor’s degree in business or an administrative field or an equivalent combination of education and experience
• 0-2 years of Administrative Assistant to an executive level leader experience
• excellent written communication and interpersonal skills
• excellent computer skills and Microsoft Office skills (strong Excel and PowerPoint)

Responsibilities

• exercising the utmost level of discretion in dealing with confidential situations
• screening telephone calls
• filtering emails, forwarding relevant items and recommended next steps/follow up for appropriate action
• assisting with the management of complex calendar and meeting requests, while helping to establish appointment priorities
• assisting with meetings, and various events, including coordinating room set up, food orders and preparation as needed
• assembles and/or coordinates the preparation of various reports, memoranda, correspondence, and various documentation and presentation materials from a wide variety of draft and finished documents from notes, brief instruction, or printed materials
• reviewing materials including emails for completeness, accuracy and format
• schedules business travel arrangements for multi-leg trips including car services, restaurant reservations, air and hotel arrangements
• may assist in managing expense reports and reimbursable expenses and oversees and maintains an extensive database of contacts using Outlook
• work very closely with the College of Dentistry fiscal team to process and reconcile invoices, pcard transactions, maintain membership dues, and many other fiscal obligations on behalf of the Dean and the Office of the Dean
• oversees the ordering, inventory, and maintenance of office and breakroom supplies for the Office of the Dean which accommodates a team of approximately 10-15 faculty and staff
• provide cross-coverage support to other leadership members in the college due to temporary staff shortages

Preferred Qualifications

• Knowledge of University policies, rules, and regulations is desired
• 2-4 years’ experience managing an executive’s calendar and travel arrangements
• Highly dependable, detail-oriented, and possesses prioritization skills
• highly focused and results-oriented
• anticipates needs and thrives in deadline-driven environments
• able to juggle multiple projects with shifting priorities and get things done
• a solution-oriented troubleshooter and strong organizational and follow-through skills
• Must possess a high level of decorum and a customer service mindset
• Must understand the need for flexibility in schedule and work onsite daily