Executive Assistant III

$50,000 - $50,000/Yr

University of Arkansas - Little Rock, AR

Full-time - Mid Level

Little Rock, AR

Educational Services

About the position

The Executive Assistant III at the University of Arkansas for Medical Sciences (UAMS) provides high-level administrative support to the Department Chair and Executive Director of the Donald W. Reynolds Institute on Aging. This role involves managing daily inquiries, coordinating scheduling activities, preparing correspondence, and assisting with various administrative tasks related to publications, grant applications, and community outreach programs. The position requires strong attention to detail and excellent writing and editing skills to support the Executive Director effectively.

Responsibilities

• Prepare all documents/materials/presentations for the Institute Director/Chair
• Type and edit correspondence for the Director/Chair
• Assist the Director with grant writing, editing, and formatting
• Assist the Director with letters, newsletters, publications/manuscripts, grant applications, and annual reports
• Secure speakers, meeting notifications, room bookings, ordering lunches, and room/AV setup
• Prepare agendas, take minutes, distribute handouts, etc.
• Schedule speakers from compliance or other presenters
• Prepare handouts, take/transcribe minutes, and maintain attendance records
• Draft meeting agendas
• Organize, maintain, and track the Director's paper and electronic files and information
• Open and process paper and electronic mail for the Director
• Maintain appointment calendar and track/notifies the Director of schedule and appointments
• Assist the Director with annual faculty evaluations, including scheduling appointments, maintaining files, etc.
• Assist with travel arrangements, and event reservations, and make itineraries of visiting faculty, faculty recruitments, Grand Rounds speakers, etc.
• Assist with annual Geriatrics three-day conference and work with UAMS Office of Continuing Education
• Field calls from patients and relay messages to Chair and other calls to the RIOA main phone line
• Perform other duties as assigned.

Requirements

• Bachelor's degree plus four (4) years of administrative support experience, preferably at the executive level
• High School diploma/GED plus eight (8) years of administrative support experience, preferably at the executive level
• Proficient in MS Office applications: Word, Excel, Power Point, Outlook
• Exceptional writing, spelling, and proofreading skills
• Knowledge of A/V setup to arrange videoconferencing and online meetings

Nice-to-haves

• UAMS Workday systems
• Knowledge of applicable UAMS computer tracking systems and databases

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Education discount for staff and dependents (undergraduate only)
• Retirement: Up to 10% matched contribution from UAMS
• Basic Life Insurance up to $50,000
• Career Training and Educational Opportunities
• Merchant Discounts
• Concierge prescription delivery on the main campus when using UAMS pharmacy