INSTITUTE EXECUTIVE ASSISTANT

Position Summary

General Summary/Responsibilities:

The Institute Executive Assistant provides comprehensive administrative and organizational support to the leadership of the institute. This position plays a critical role in enabling the executive team to operate efficiently by managing complex calendars, facilitating communications, coordinating events, preparing documentation, and ensuring smooth day-to-day operations. The ideal candidate is professional, detail-oriented, and capable of handling confidential information with discretion.

Essential Duties & Functions:

• Manage executive calendars, schedule appointments, and coordinate internal and external meetings.
• Organize travel arrangements, itineraries, and accommodations for executives and guests.
• Prepare and proofread reports, presentations, correspondence, and meeting materials.
• Serve as a liaison between executive leadership and institute staff, faculty, partners, and stakeholders.
• Assist in the planning and execution of institute events, board meetings, and special projects.
• Track deadlines, deliverables, and follow-ups for strategic initiatives and executive tasks.
• Maintain organized filing systems (physical and digital) for institutional records and documents.
• Process expense reports, invoices, and reimbursements in accordance with organizational policies.
• Handle sensitive and confidential information with the highest level of discretion.
• Provide general administrative support and contribute to a collaborative and efficient office environment.
• Manage executive calendars, schedule appointments, and coordinate internal and external meetings.
• Organize travel arrangements, itineraries, and accommodations for executives and guests.
• Prepare and proofread reports, presentations, correspondence, and meeting materials.
• Serve as a liaison between executive leadership and institute staff, faculty, partners, and stakeholders.
• Assist in the planning and execution of institute events, board meetings, and special projects.
• Track deadlines, deliverables, and follow-ups for strategic initiatives and executive tasks.
• Maintain organized filing systems (physical and digital) for institutional records and documents.
• Process expense reports, invoices, and reimbursements in accordance with organizational policies.
• Handle sensitive and confidential information with the highest level of discretion.

Provide general administrative support and contribute to a collaborative and efficient office environment.

Qualifications

Education

Minimum Level of Education Required: High School completion / GED

Additional requirements:

§ Type of degree: N/A

§ Area of study or major: N/a

§ Preferred educational qualifications: Administrative secondary education preferred. Experience in health care secretarial work and familiarity with medical terminology are desirable.

§ Position specific testing requirement: N/A

Licensure/Certification/Registration

§ n/a

Experience

Minimum Level of Experience Required: 5 - 7 years of job related experience

Prior job title or occupational experience: N/A

Prior specific functional responsibilities: N/A

Preferred experience: N/A

Other experience requirements: N/A

Knowledge/Skills

§ Proficiency with Microsoft Office Suite and virtual meeting platforms.

§ Strong organizational and multitasking skills with exceptional attention to detail.

§ Excellent written and verbal communication skills.

§ Ability to work independently, prioritize tasks, and manage time effectively.

§ Professional demeanor and ability to interact with high-level stakeholders.

§ Discretion in handling confidential information and professional judgment in decision-making.

§ Proficiency with Microsoft Office Suite and virtual meeting platforms.

§ Strong organizational and multitasking skills with exceptional attention to detail.

§ Excellent written and verbal communication skills.

§ Ability to work independently, prioritize tasks, and manage time effectively.

§ Professional demeanor and ability to interact with high-level stakeholders.

§ Discretion in handling confidential information and professional judgment in decision-making.