Executive Assistant, Office of Academic and Faculty Affairs (College of Medicine-Phoenix)

The Executive Assistant is an essential member of the Office of Academic and Faculty Affairs (OAFA). We are seeking a highly organized and proactive individual to support office leadership with day-to-day operations and administrative tasks. This role involves managing schedules, coordinating meetings, handling internal communications, and overseeing routine office functions. A component of the position includes assisting with finance-related paperwork such as purchasing, invoice processing, and travel arrangements. The ideal candidate is detail-oriented, resourceful, and able to maintain confidentiality while thriving in a fast-paced, dynamic environment.

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Administrative Support:

• Provide general office support to ensure the smooth running of day-to-day operations.
• Manage daily calendar and schedule for office leadership, including meetings, travel and appointments.
• Coordinate internal and external meetings, prepare agendas and ensure timely follow-up on action items.
• Act as a liaison between the office and staff, faculty, leaders or other stakeholders, ensuring clear and professional communication.
• Prepare, review and process financial documents, such as reimbursements, p-card reconciliation, travel authorizations and invoice processing, in accordance with institutional policies; maintain accurate financial records.
• Perform general administrative duties, including document preparation, data entry and file management.
• Support office operations by ordering supplies, maintaining records and ensuring compliance with institutional policies.
• Monitor office expenditures for office-related needs.
• Draft, format and proofread emails, reports, presentations and confidential letters on behalf of office leadership.
• Handle sensitive and confidential information with discretion and always maintain a high level of professionalism while ensuring compliance with institutional policies.

Faculty Affairs Support:

• Coordinate complex scheduling for faculty meetings and other college-level events, including preparation of agendas and meeting materials and manage all logistics (e.g., communication, room reservations, technical support, food/beverages, parking, etc.).
• Monitor project timelines and assist in coordinating team tasks and deliverables.
• Provide skilled support on strategic initiatives (e.g., organizing documents, tracking progress, action items, etc.) to meet needs of Provost's Office, ABOR, LCME, etc.
• Support shared governance committees, as needed, which includes managing meeting schedule, agenda, minutes, annual report and other communication.
• Assist recruitment efforts with list generating for outreach efforts.
• Provide administrative support to an academic journal as well as the office's quarterly newsletter.
• Monitor procedural standardization, which may include annual review of department web pages, standard operating procedures, templates, guides and policies.
• Evaluate and recommend operational changes within office to ensure effectiveness and compliance with institutional policies and regulations.
• Assist in annual projects and regular data maintenance.

General Duties:

• Facilitate record keeping in compliance with institutional guidelines and follow archival record keeping practices.
• Work with other business units (e.g., finance, HR, etc.) to understand and implement policies and procedures needed to conduct office business; communicate, as needed, to office staff to ensure compliance.
• Support in writing, editing and finalizing needed emails, letters, memos, templates, procedures, guides and other resource materials for the office to communicate with internal and external stakeholders.
• Track communications and notifications when needed.
• Assist with special initiatives, committees, work groups or projects that support the initiatives set by office leaders.
• Assist with other projects and initiatives, as needed, to ensure effective support of the academic mission of the College.

KNOWLEDGE, SKILLS & ABILITIES:

• Proficient in MS Office (Word, Excel, PowerPoint).

• Strong oral and written communication skills, with the ability to interact effectively with individuals at all organizational levels.

• Ability to handle confidential and sensitive information with discretion and professionalism.

• Ability to analyze issues, develop solutions, and make sound decisions independently or in collaboration with others.

• Excellent organizational skills with the ability to manage multiple priorities, tasks, and deadlines effectively.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• One (1) year of relevant work experience may be required.

• Experience with prioritizing multiple projects and achieving desired results and deadlines.
• Experience with managing multiple calendars.

The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.

Cover Letter: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).