Executive Assistant School of Medicine

The Friedman School of Nutrition Science and Policy; Boston (MA); On-site; USD 47,000 - 63,000; Full time

Job summary

The Friedman School of Nutrition Science and Policy is seeking an Executive Assistant to support the Executive Associate Dean and the Vice Dean for Academic Affairs. The role emphasizes managing complex calendars, coordinating meetings and travel, and preparing materials for executives.

Ideal candidates will have strong written and verbal communication skills, the ability to handle confidential information, and solid project management experience within an academic or nonprofit setting.

Qualifications

• Associate's Degree required.
• 5 years of related experience.
• Proven track record of proactively managing complex schedules.
• Strong written and oral communications skills.
• Ability to work with confidential information and data.
• Ability to manage competing priorities in a fast-paced environment.
• Strong project management skills.
• Ability to take initiative and ownership of projects.
• Proficiency with MS Office applications.
• Detail oriented with excellent organizational skills.
• Strong interpersonal skills.

Responsibilities

• Proactively manages and prioritizes executives’ schedule of meetings and travels; coordinates rooms, AV, and logistics.
• Prepares materials for meetings, including agendas and minutes; tracks actions and follows up.
• Supports presentations, including slide preparation and proofreading.
• Participates in and manages special projects for the executive office; assists with relationship management of affiliates.
• Assists in exploring new academic programs and administrative initiatives.

Skills

Calendar management

Communications

MS Office

Organizational skills

Interpersonal skills

Confidential handling

Project management

Education

Associate's Degree

Bachelor's Degree

Tools

MS Office

Job description

Overview

The Office of the Dean is responsible for the academic and administrative functions of Tufts University School of Medicine, including overseeing the School’s academic programs and departments, the teaching and research enterprises, student services, and campus buildings and facilities. Within the Office of the Dean, this Executive Assistant will support the Executive Associate Dean (EAD) and the Vice Dean for Academic Affairs (VDAA). The Executive Associate Dean serves as the school's chief administrative officer, providing strategic leadership and oversight for planning, operations, finance, workforce, facilities, research support, and institutional priorities in partnership with the Dean and university leadership. The Vice Dean for Academic Affairs provides strategic leadership to advance educational excellence, faculty development and advancement, graduate and continuing medical education, and a collaborative academic environment that supports the mission and long‑term success of the School of Medicine.

What You\'ll Do

The Executive Assistant supports the work of the EAD and VDAA by carrying out complex administrative duties which include: managing and prioritizing a high volume of meeting requests on very complicated calendars; organizing and planning logistics of meetings, retreats, and other events and initiatives; organizing and planning travel arrangements; assisting the executives in managing and prioritizing communications with internal and external constituencies; editing, proofreading, and composing slide decks, correspondence, and reports; following up on action items; participating in or leading assigned projects for the executive\'s office.

• Proactively manages and prioritizes executives’ schedule of meetings, including managing high volume of overlapping requests, resolving calendar conflicts, and managing recurring meetings. Arranges for rooms, audio visual, and other meeting needs.


• Prepares relevant materials (some confidential) for meetings; including agendas, meeting notes/minutes, action item tracking and follow up. Attends and provides staff support as appropriate.


• Provides support for presentations, including slide preparation, editing/proofreading, and creation of other necessary materials.


• Participates in and manages special projects as required, including, but not limited to:
  
  
  
  • Relationship management of clinical affiliates (creating and maintaining visit tracking system, collating evaluation data and action items in preparation for visit, tracking/managing action items and visit follow up).
  
  
  • Support for exploration of new academic programs and/or new administrative initiatives.
  
  
  • Support for key projects and priorities as overseen by the EAD and/or VDAA in alignment with the School’s mission, vision, and strategic plan
  
  
  
  

What We\'re Looking For

Basic Requirements: Knowledge and experience typically acquired by:

• Associate's Degree


• 5 years of related experience
  
• Proven track record of proactively managing complex schedules


• Proactive approach to daily responsibilities


• Superior written and oral communications skills


• Ability to work with confidential information and data


• Ability to manage competing priorities in a fast-paced environment


• Ability to anticipate needs and proactively solve problems


• Strong project management skills


• Ability to take initiative and ownership of projects


• Proficiency with MS Office applications


• Detail oriented with excellent organizational skills


• Strong interpersonal skills

Preferred Qualifications:

• Bachelor's Degree


• 7-10 years


• Experience in a higher education, healthcare, or not-for-profit setting


• Familiarity with medical schools and/or health care organizations

Pay Range

Minimum $33.65, Midpoint $40.10, Maximum $46.60

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.