Senior Executive Secretary

Tulane University - New Orleans, LA

Full-time - Senior

New Orleans, LA

Educational Services

About the position

The Senior Executive Secretary at Tulane University is a pivotal role that provides comprehensive secretarial support to the Chairman and the Department administration office. This position encompasses a wide range of responsibilities that are essential for the smooth operation of the department. The Senior Executive Secretary will be tasked with maintaining schedules, which requires a keen attention to detail and the ability to prioritize tasks effectively. This role also involves answering phones and managing communications, ensuring that all inquiries are handled promptly and professionally. In addition to these duties, the Senior Executive Secretary will organize travel arrangements for the Chairman and other department members, which includes booking flights, accommodations, and coordinating itineraries. The position also requires handling depositions and reimbursements, which necessitates a strong understanding of financial processes and attention to accuracy. The individual will be responsible for departmental ordering, ensuring that all necessary supplies and materials are procured in a timely manner. Another critical aspect of this role is the preparation of correspondence, which includes composing, transcribing, and distributing faculty meeting minutes. The Senior Executive Secretary will also staff internal and external meetings, providing logistical support and ensuring that all necessary materials are available. Coordinating functions of the Chairman's Office is another key responsibility, which includes faculty recruitment, credentialing, and faculty appointments. This role demands a high level of professionalism, confidentiality, and the ability to communicate effectively with individuals at all levels of the academic and professional environment. The Senior Executive Secretary will also perform other administrative duties as assigned, showcasing their versatility and commitment to supporting the department's goals.

Responsibilities

• Provide comprehensive secretarial support to the Chairman and Department administration office.
• Maintain schedules and manage appointments for the Chairman.
• Answer phones and manage communications effectively.
• Organize travel arrangements for the Chairman and department members.
• Handle depositions and reimbursements accurately.
• Manage departmental ordering and procurement of supplies.
• Prepare correspondence and transcribe faculty meeting minutes.
• Staff internal and external meetings, providing logistical support.
• Coordinate functions of the Chairman's Office, including faculty recruitment and credentialing.
• Perform other administrative duties as assigned.

Requirements

• High standards of professional presence and confidentiality.
• Ability to communicate effectively with all levels of the academic and professional environment.
• Strong organizational skills and attention to detail.
• Proficiency in managing schedules and appointments.
• Experience in handling travel arrangements and reimbursements.
• Ability to prepare and transcribe meeting minutes accurately.