Executive Assistant I

Medical University of South Carolina; Charleston (SC); On-site; USD 55,000 - 75,000; Full time

Job summary

Medical University of South Carolina seeks an Executive Assistant to support the System Executive Director within the Office of Strategic Partnerships. The role involves coordinating confidential activities, working with senior leaders, and managing schedules, budgets, and communications.

Responsibilities include preparing materials for partnership oversight, coordinating meetings, and ensuring policy compliance.

Qualifications

• High school diploma and at least 5 years of relevant executive support experience.
• Experience in healthcare or 2 years of relevant business management experience preferred.
• Undergraduate degree and experience in a senior executive support role preferred.
• Advanced skills in Word, PowerPoint, Access, Excel and handling confidential information.

Responsibilities

• Provide full administrative support including scheduling, meeting planning, and travel reimbursements.
• Review incoming correspondence and prepare non-technical replies.
• Coordinate travel and meetings, develop agendas, and prepare documents.
• Prepare materials for partnership oversight committee meetings.
• Ensure compliance with policies and manage confidential information.
• Monitor department budget and payroll/timecard systems.

Skills

Word

PowerPoint

Excel

Access

Executive support

Confidential information

Education

High school diploma

Undergraduate degree

Tools

Word

PowerPoint

Excel

Access

Job description

Job Description Summary

The Executive Assistant has the primary responsibility for the execution of the day-to-day activities and operations of the Office of Strategic Partnerships specifically supporting the System Executive Director. The individual holding this position is an integral member of the team and interacts with senior executives, department chairs and external partners and other key members of the business community. Under minimal supervision, coordinates and directs projects and activities to ensure that directives, activities and objectives are accomplished in a timely, appropriate and highly confidential manner. This individual works with the System Executive Director to ensure the financial and strategic goals are realized and may handles matters of a highly confidential nature that require discretion, independent judgment, and decision making.

Entity

University Medical Associates (UMA) Only Employees and Financials

Worker Type

Employee

Worker Sub-Type

Regular

Cost Center

CC003449 UMA ENTRP FND External Affairs CC

Pay Rate Type

Salary

Pay Grade

Health-26

Scheduled Weekly Hours

40

Job Description

The Executive Assistant has the primary responsibility for the execution of the day-to-day activities and operations of the Office of Strategic Partnerships specifically supporting the System Executive Director. The individual holding this position is an integral member of the team and interacts with senior executives, department chairs and external partners and other key members of the business community.Under minimal supervision, coordinates and directs projects and activities to ensure that directives, activities and objectives are accomplished in a timely, appropriate and highly confidential manner. This individual works with the System Executive Director to ensure the financial and strategic goals are realized and may handles matters of a highly confidential nature that require discretion, independent judgment, and decision making.

Job Purpose

The Executive Assistant has the primary responsibility for the execution of the day-to-day activities and operations of the Office of Strategic Partnerships specifically supporting the System Executive Director. The individual holding this position is an integral member of the team and interacts with senior executives, department chairs and external partners and other key members of the business community.Under minimal supervision, coordinates and directs projects and activities to ensure that directives, activities and objectives are accomplished in a timely, appropriate and highly confidential manner. This individual works with the System Executive Director to ensure the financial and strategic goals are realized and may handles matters of a highly confidential nature that require discretion, independent judgment, and decision making.

Job Duties

• Provides full administrative support to include scheduling and meeting planning; compiling data and preparing correspondence as appropriate; overseeing budget and office management functions like travel reimbursements and supplies.
• Reviews incoming correspondence and reports to prioritize and determine their significance. Gathers data relevant to problems or questions to provide a basis for reply, and prepare non-technical responses.
• Coordinates all activities including travel and meeting arrangements; develop agendas; prepare documents. Serves as key data source for management team and departmental meetings.
• Compiles necessary information, reviews agreed on actions and prepares material for meetings of partnership oversight committee meetings.
• Interprets institutional policies by researching and ensures system executive director is compliant with all policies and requirements as an enterprise leader. Compiles information and resolves administrative problems.
• Attends meetings with the Director occasionally and provides other assistance as directed
• Coordinates the activities and the functions of the Director to ensure that decisions, activities and objectives are implemented effectively and efficiently.
• Supports Director in financial areas and data management related to partnerships, affiliations, contracts and other ventures.
• Perform research and project management support as needed. Updates the appropriate intranet sites timely and frequently.
• Monitor department budget, expenditures and commitments on department accounts.
• Maintain payroll and timecard systems and records of employee time and PTO/ESL.
• Responsible for the department’s purchasing and accounts payable.
• Performs other duties and tasks as assigned.

Degree of Supervision

High degree of independence and discretion is required.Ability to handle confidential department, personnel and budget matters. Sound judgment, planning skills and attention to detail are imperative. Must use initiative in completion of tasks. Must be self-motivated. Ability to handle public contacts in a manner that reflects credibility/integrity on the Office of Strategic Partnerships and the MUSC/MUSC Health enterprise.

Education and Work Experience

• High school diploma and minimum five years relevant experience preferably supporting a senior level executive in a medium to large business environment.
• Experience in healthcare or two (2) years of relevant business management experience preferred.
• Undergraduate degree and experience in a senior executive support role preferred.
• Must be proficient/have highly advanced skills in the use of Word, PowerPoint, Access, Excel, Executive support and handling confidential information.

Licensures, Registrations, Certifications

N/A

Physical Requirements

Continuous requirements are to perform job functions while standing, walking and sitting. Ability to bend at the waist, kneel, climb stairs, reach in all directions, fully use both hands and legs, possess good finger dexterity, perform repetitive motions with hands/wrists/elbows and shoulders, reach in all directions. Maintain 20/40 vision corrected, see and recognize objects close at hand and at a distance, work in a latex safe environment and work indoors. Frequently lift and/or carry objects weighing 20 lbs (+/-) unassisted. Lift from 36” to overhead 15 lbs. Infrequently work in dusty areas and confined/cramped spaces.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees