Executive Assistant School of Medicine

Tufts University; Boston (MA); On-site; USD 70,000 - 97,000; Full time

Job summary

Tufts University School of Medicine is seeking an Executive Assistant to support the Executive Associate Dean (EAD) and the Vice Dean for Academic Affairs (VDAA). You will manage complex calendars, organize travel, prepare materials, and support executives with communications and reports.

This role requires discretion, superior writing and organizational skills, and the ability to handle multiple priorities in a fast-paced academic environment.

Qualifications

• Associate degree or higher with strong administrative experience.
• Excellent written and verbal communication skills.
• Ability to handle confidential information and competing priorities.

Responsibilities

• Manages executives' calendar with high volume and overlapping requests; coordinates rooms, A/V, and meeting logistics.
• Prepares meeting materials, agendas, notes, action items, and follow-ups; attends meetings as needed.
• Supports presentations via slide preparation, editing, and material creation.
• Drives special projects and supports new academic initiatives and administrative priorities.

Skills

Calendar management

Communication skills

Proactive problem solving

MS Office

Project management

Confidential data handling

Education

Associate's Degree

Bachelor's Degree (preferred)

Tools

MS Office Suite

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.

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.