Executive Administrative Assistant

Rosalind Franklin University - North Chicago, IL

Full-time - Entry Level

North Chicago, IL

Educational Services

About the position

The CMS Dean's Office Executive Administrative Assistant (EAA) plays a crucial role in providing comprehensive administrative support to the Dean and assisting the Director with various projects, office coordination, and events. This position requires a resourceful self-starter with a proven track record in delivering high-level administrative support to executive leaders. The EAA must be adept at interacting with a diverse range of stakeholders in a professional and positive manner, while exercising initiative, confidentiality, flexibility, and independent judgment. This full-time role encompasses 37.5 hours per week, emphasizing the importance of work-life balance and employee well-being. In this position, the EAA will be responsible for managing the Dean's Office's day-to-day operations, including greeting guests, ensuring confidentiality, and overseeing inventory management. The role involves coordinating leadership meetings, preparing agendas, distributing documents, taking minutes, and managing food service and audio-visual needs. The EAA will also assist with key events organized by the Dean's Office and serve on various CMS committees as needed. Additionally, the EAA will handle financial reconciliations, track expenditures, and manage the use of conference rooms. Focused support to the Dean is a significant aspect of this role. The EAA will act as a liaison between the Dean and various stakeholders, composing and editing communications on behalf of the Dean and Director. This includes managing the Dean's calendar, triaging meeting requests, and ensuring that the Dean's time is allocated to high-priority activities. The EAA will also manage travel arrangements, prepare meeting materials, and submit budget-related reports for the Dean's travel and professional memberships. Overall, this position is integral to the smooth operation of the Dean's Office and requires a high level of professionalism and organizational skills.

Responsibilities

• Promote a positive and professional image of the medical school when greeting and receiving guests in the Dean's Office.
• Assure confidentiality of activities that relate to the position and the Dean's Office.
• Manage the Dean's Office food and office products inventory.
• Assist the Dean's Office Director with projects from inception through completion by coordinating human and physical resources.
• Schedule, coordinate, and assist with the execution of CMS leadership meetings, including agenda preparation, document distribution, minute taking, food service, and audio visual.
• Assist the Dean's Office Director with Dean's Office key events.
• Serve as a member of CMS Committees as requested.
• Prepare and submit monthly P-Card reconciliation reports, monthly Travel & Expense Card reconciliation reports, and any out-of-pocket expense reimbursement forms for the Dean and Director.
• Help track Dean's Office expenditures to assist in budget reconciliation.
• Manage the use of CMS controlled conference rooms.
• Other duties as assigned by the Dean and Director.
• Serve as a liaison between the Dean and the Dean's direct reports, University leadership, external stakeholders, and medical school affiliates.
• Compose and edit extensively on behalf of the Dean and the Director key messaging and communications.
• Exclusively manage the Dean's calendar to ensure that the Dean's time is directed to the highest-priority activities.
• Manage the Dean's travel including scheduling, booking, and preparing travel documents.
• Ensure that meeting materials, presentations, speeches, etc. are prepared or assembled in advance of the meeting or event.
• Prepare and submit budget related reports for the Dean's travel and professional memberships.

Requirements

• Associates Degree or related experience.
• Five years of experience as an executive assistant supporting an executive level leader.
• Proven track record in developing and editing high level written communication.
• Exemplary organizational and planning skills.
• Ability to anticipate needs, work independently, and collaborate with others.
• Ability to manage continually changing priorities while remaining professional and positive.
• Highly effective communication skills to develop and maintain collegial relationships with faculty, staff, and students.
• Strong event planning experience.
• Highly proficient at writing and editing.
• Highly proficient in Microsoft Office Suite.

Nice-to-haves

• Experience in an academic setting.

Benefits

• Medical, dental, and vision plans
• Paid parental leave
• Short term and long term disability plans
• Life insurance
• Flexible spending accounts
• 403(b) retirement plan with an 8% employer contribution after 2 years of service
• 3 weeks of vacation
• 15 sick days
• 13 holidays plus two floating holidays
• Minimum of 30 paid days off each year