Executive Assistant

School of Medicine - Office of the Executive Vice Chancellor for Healthcare and Dean

The University of Missouri School of Medicine - Office of the Executive Vice Chancellor for Healthcare and Dean is seeking a detail-oriented and proactive Executive Assistant to provide high-level administrative support to the executives in the suite. This position reports jointly to the Sr. Director of Operations and Administration and the Senior Program/Project Coordinator (Office Manager). The Executive Assistant plays a vital role in supporting the operations of the Dean's Office, with a particular focus on coordinating calendars, preparing meeting materials, managing correspondence, and assisting with special projects and events.
________________________________________
Key Responsibilities:
Administrative and Executive Support
* Provide direct administrative support to the Sr. Director of Operations and Administrations and other assigned executives.

* Prepare meeting materials and packets for daily and weekly engagements.
* Draft correspondence and create/edit PowerPoint presentations and other documents.
* Manage and prioritize calendars, proactively identifying and resolving scheduling conflicts.
* Arrange appointments, meetings, and events, ensuring room reservations, equipment, and other logistics are handled efficiently.
Communication and Office Operations
* Serve periodically as the first point of contact for the Dean's Office: greet visitors, answer phone lines, and respond to general inquiries with professionalism and discretion.
* Coordinate communications with internal and external stakeholders, ensuring meeting attendees are informed and appropriately scheduled.
* Assist in maintaining confidential records and files, and perform document management tasks such as copying, scanning, and filing.

Event and Travel Coordination
* Select and secure appropriate meeting facilities, catering, and equipment as needed for smooth execution of meetings and events.
* Make travel arrangements for the Sr. Director of Operations and Administrations and other assigned executives and faculty, including booking, itineraries, and lodging.
* Prepare and track travel expense reports and reimbursement requests in alignment with university policy.
Other Duties as Assigned
* Collaborate with the Dean's Office staff on special projects, events, and initiatives.
* Provide general administrative assistance to support the smooth functioning of the Dean's Office.

Monday - Friday
8:00 a.m. - 5:00 p.m.
Occasional evenings and weekends may be required in support of special events or engagements.

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary.

• Bachelor's degree in a related field.
• Experience supporting executive leadership or working in a dean's office or similarly complex environment.
• Excellent organizational, time-management, and communication skills.
• Demonstrated ability to maintain confidentiality and professionalism in a fast-paced setting.
• Strong attention to detail and ability to manage multiple priorities.

Salary Range: $18.87 - $34.87 hourly
Grade: GGS - 008
University Title: Executive Assistant
Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

In addition to the Online Application, please provide a Cover Letter and Resume.

Columbia offers small-town friendliness with big city features and a high quality of life for people of all ages and interests. Founded on education and known as an ideal college town, its location also makes it an attractive spot for businesses and travelers. Located on Interstate 70 and U.S. Highway 63, Columbia is right in the middle of the state and the nation. Just a couple hours' drive from St. Louis and Kansas City, Columbia is Boone County's largest population center offering big-city culture, activities, and resources with a low cost of living. Columbia is home to a variety of restaurants and entertainment venues and hosts more than a dozen festivals each year. If you want to grow your career, continue your education, raise a family, and retire, Columbia is a good place to be!

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.