Description:
Provides wide range of complex office and administrative support to a senior manager or executive. Requires excellent communication and interpersonal skills. Serves as principal contact and source of information for customers of the department, including faculty, students, staff and external customers. Develops, implements and administers office procedures, policies and operations. May monitor budget including tracking expenditures and preparing reports. May maintain personnel records. Reviews, routes, answers and monitors follow up actions on correspondence. Provides wide ranging support including keyboarding, composing and editing letters, memoranda, reports, lecture course materials, presentations, cases. Uses multiple common office applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email. Uses Internet, may include basic website maintenance. Manages complex calendars, arranges for meetings, appointments and travel arrangements. May attend meetings with executive to provide logistical support, take detailed notes, and track needed follow up items. Requires ability to rapidly learn client and departmental policies and procedures.
Job Summary
The client is committed to securing the financial resources, time, and loyalty of alumni, friends, corporations, and foundations to promote the school’s work of educating new generations of global health leaders and producing powerful ideas that can transform the lives of people everywhere.
Reporting to the Vice Dean, the executive assistant (EA) will serve as the primary administrative point of contact and provide high-level administrative support to the vice dean. The successful candidate will be a collaborative, self-directed individual who demonstrates a solutions-oriented approach, anticipating and resolving problems with the utmost discretion and professionalism to ensure the vice dean's day-to-day affairs are conducted smoothly. The EA will build relationships and effectively and diplomatically communicate with a variety of constituents across the client community. They will balance priorities and projects in an organized manner and demonstrate discretion when working with confidential or sensitive information.
Position Description
Duties and responsibilities are including, but not limited to:
Schedule management: Proactively manage the vice dean’s calendar of meetings and events, collect information and materials, monitor action items to completion, and maintain working knowledge of priorities and happenings across the school. Create agendas for vice dean-initiated meetings and ensure that agendas for other meetings are shared promptly. Partner with Vice Dean to ensure follow-up items are completed promptly.
Portfolio/Data management: Synthesize information from meetings and other communications to draft and upload contact reports to donor database, maintain other portfolio data as needed, and generate reports to support portfolio reviews and management. Ensure that all proposal data is entered accurately and timely.
Building trust and relationships: Establish and maintain key peer relationships at the school and across the client. Will also work with ODAR’s leadership in support of the Vice Dean’s priorities, including scheduling and ensuring that all staff meetings are scheduled, and agendas are prepared and distributed in a timely manner.
Dean’s office coordination – Serves as the primary ODAR point of contact for scheduling dean’s visits ensuring that outreach for meetings is coordinated across ODAR. Works closely with Dean’s office staff to ensure coordination of calendars.
Travel management: Arrange travel for visits, events, and other trips, prepare itineraries and gather other materials, and reconcile corporate card expenses to ensure timely payment.
Project management and support: Coordinate projects as needed in partnership with the Vice Dean and ODAR leadership, track deliverables and take notes and minutes as needed, staff ODAR events as needed, and represent the team at School-wide events.
Top Qualifications:
Proven task management, organizational, and creative problem-solving skills
Strong previous experience with calendar management required
Preference to candidates with previous client experience
Experience providing complex administrative support in a high-profile environment
Basic Qualifications:
5+ years related experience required; a combination of education and experience may be considered Previous experience with calendar management required Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint required Experience providing complex administrative support in a high-profile environment Strong written, verbal, and interpersonal communication skills Proven task management, organizational, and creative problem-solving skills Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information
Preferred Qualifications:
Bachelor's degree or equivalent experience Aptitude for learning new systems quickly Familiarity with the basic principles of fundraising. Ability to anticipate, connect the dots and problem-solve. Familiarity with SharePoint and Advance
VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status