Executive Assistant III

Medical University of South Carolina; Charleston, Northern (SC, KY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

The Executive Assistant III at Medical University of South Carolina provides advanced administrative and executive support to senior leadership in the Office of Communications and Marketing. You will manage complex calendars, coordinate meetings, and handle confidential communications with discretion.

The role also supports enterprise events, sponsorships, and HR and financial administration, acting as a central communications hub across the organization, ensuring operations align with policies.

Qualifications

• Bachelor’s degree or equivalent combination of education and progressively responsible administrative experience.
• Experience providing advanced administrative support to senior executive or C‑suite leadership.
• Proven ability to manage confidential information and sensitive communications.
• Strong organizational, written, and verbal communication skills.
• Proficiency with enterprise administrative, HR, scheduling, and financial systems.

Responsibilities

• Establishes, manages, and prioritizes the Chief’s complex calendar; evaluates and routes meeting requests using independent judgement.
• Provides scheduling, meeting coordination, and follow-up support for the Deputy Chief the Executive Director team.
• Assists with leadership travel arrangements and expense report submissions.
• Coordinates leadership team and departmental meetings, retreats, and activities to ensure efficient execution.
• Initiates meetings and coordinates agendas, materials, and participants for executive and enterprise engagements.

Skills

Executive support

Calendar management

Confidentiality

Communication

Education

Bachelor’s degree or equivalent

Tools

Workday

Symplr

Job description

Job Description Summary

The Executive Assistant III provides advanced administrative, operational, and executive support to senior leadership within the Office of Communications and Marketing. This position supports the OCM leadership, including executive leadership, and exercises independent judgment in managing complex schedules, confidential matters, executive communications, and departmental priorities.

This position also helps with administrative and operational tasks enabling execution of MUSC’s construction events and marketing sponsorships.

The role functions as a primary administrative and communications hub for OCM, supporting operations, human resources coordination, financial and contract administration, and enterprise-wide engagement. The Executive Assistant III operates with a high degree of discretion, autonomy and proactive thought.

Entity

Medical University Hospital Authority (MUHA)

Worker Type

Employee

Worker Sub-Type

Regular

Cost Center

CC005227 SYS - Communications and Marketing Officer Administration

Pay Rate Type

Salary

Pay Grade

Health-29

Scheduled Weekly Hours

40

Job Description

The Executive Assistant III performs senior-level administrative work requiring an understanding of departmental operations, MUSC enterprise policies, and executive protocols. Responsibilities include calendar management, meeting coordination, correspondence, travel, document preparation, relationship management, and project coordination for executive leaders.

This role interfaces regularly with MUSC leadership, the Board of Trustees, partners across the enterprise, and external stakeholders to ensure communications and activities are managed accurately, professionally, and in alignment with institutional policies.

In addition to executive and departmental support responsibilities, this position provides administrative and operational support for MUSC's enterprise events, including construction milestones and other high-profile institutional engagements. Responsibilities include coordinating logistics and executing on event planning project plans. The teammate will also support administrative execution of our sponsorships with external organizations.

Principal Accountabilities

50% – Event and Sponsorship Administrative and Operational Support

• Provides administrative and operational support for MUSC-hosted construction events, groundbreaking ceremonies, ribbon cuttings, donor recognition events, and other enterprise events.
• Coordinates event logistics, including venue reservations, catering, audiovisual services, signage, supplies, parking arrangements, attendee tracking, and day-of-event administrative support.
• Assists with the development and maintenance of event timelines, task lists, run-of-show documents, guest lists, invitations, RSVPs, and event materials.
• Maintains sponsorship records, agreements, invoices, payment documentation, benefit tracking, and related administrative files.
• Coordinates administrative processes associated with sponsorship requests, approvals, contract routing, renewals, reporting, and documentation.

30% – Chief and Executive Administrative Support

• Establishes, manages, and prioritizes the Chief’s complex calendar; evaluates and routes meeting requests using independent judgment.
• Provides scheduling, meeting coordination, and follow-up support for the Deputy Chief the Executive Director team.
• Assists with leadership travel arrangements and expense report submissions.
• Coordinates leadership team and departmental meetings, retreats, and activities to ensure efficient execution.
• Initiates meetings and coordinates agendas, materials, and participants for executive and enterprise engagements.
• Arranges and manages executive travel and meetings; prepares and submits expense reports in Workday.
• Maintains confidential executive files, records, and documentation.
• Directs and manages special projects as assigned by the Chief.

15% – Departmental Support

• Receives, screens, and responds to incoming correspondence, calls, and visitors; resolves inquiries or refers matters as appropriate.
• Manages administrative issues and inquiries requiring coordination across departments.
• Supports recruitment and workforce administration activities, including job postings, Classification & Compensation review coordination, Labor Committee approvals, onboarding, offboarding, and reclassifications.
• Assists with timekeeping administration, personnel actions, and departmental communications.
• Plans and coordinates OCM‑led events, including securing venues, catering, AV and event services, agendas, materials, and coordination with external speakers and guests.
• Manages supply orders for the department and office.

5% – Other Duties as Assigned

Additional Job Description

Education: Bachelors Degree or equivalent Work Experience: 2-4 years.

Qualifications

Required

• Bachelor’s degree or equivalent combination of education and progressively responsible administrative experience.
• Demonstrated experience providing advanced administrative support to senior executive or C‑suite leadership.
• Proven ability to manage confidential information and sensitive communications.
• Strong organizational, written, and verbal communication skills.
• Proficiency with enterprise administrative, HR, scheduling, and financial systems.

Preferred

• Experience in higher education, healthcare, or public-sector environments.
• Experience supporting multiple executives in a complex organization.
• Experience with Workday, Symplr, and enterprise financial systems.

Physical Requirements

• Mobility & Posture
• Standing: Continuous
• Sitting: Continuous
• Walking: Continuous
• Climbing stairs: Infrequent
• Working indoors: Continuous
• Working outdoors (temperature extremes): Infrequent
• Working from elevated areas: Frequent
• Working in confined/cramped spaces: Frequent
• Kneeling: Infrequent
• Bending at the waist: Continuous
• Twisting at the waist: Frequent
• Squatting: Frequent
• Manual Dexterity & Strength
• Pinching operations: Frequent
• Gross motor use (fingers/hands): Continuous
• Firm grasping (fingers/hands): Continuous
• Fine manipulation (fingers/hands): Continuous
• Reaching overhead: Frequent
• Reaching in all directions: Continuous
• Repetitive motion (hands/wrists/elbows/shoulders): Continuous
• Full use of both legs: Continuous
• Balance & coordination (lower extremities): Frequent
• Lifting & Force Requirements
• Lift/carry 50 lbs. unassisted: Infrequent
• Lift/lower 50 lbs. from floor to 36”: Infrequent
• Lift up to 25 lbs. overhead: Infrequent
• Exert up to 50 lbs. of force: Frequent
• Examples: Transfer 100 lb. non-ambulatory patient = 50 lbs. force
• Examples: Push 400 lb. patient in wheelchair on carpet = 20 lbs. force
• Examples: Push patient stretcher one-handed = 25 lbs. force
• Vision & Sensory
• Maintain corrected vision 20/40 (one or both eyes): Continuous
• Recognize objects (near/far): Continuous
• Color discrimination: Continuous
• Depthperception: Continuous
• Peripheral vision: Continuous
• Hearing acuity (with correction): Continuous
• Tactile sensory function: Continuous
• Gross motor with fine motor coordination: Continuous
• Work Environment & Conditions
• Effective stress management: Continuous
• Rotating shifts: Frequent
• Overtime asrequired: Frequent
• Latex-safe environment: Continuous

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