The Executive Assistant provides executive level administrative support to the Director of Masonic Cancer Center, working to keep the Director informed of and prepared for upcoming commitments and responsibilities, and keeping office and other leadership updated as appropriate. The Executive Assistant handles a varied portfolio of assignments and exercises independent judgment in prioritizing work, problem solving, and building constructive relationships with staff and others on behalf of the Director of Masonic Cancer Center.
Direct Administrative Support to the Director (50%)
Oversees the Director’s calendar, including managing and prioritizing scheduling requests; assembling materials in preparation for meetings; managing and ensuring clear communications regarding Director’s calendar; coordinating travel arrangements as needed for the Director
Works closely with Director of Masonic Cancer Center to coordinate any external requests from external cancer centers, visiting faculty, researchers, or graduate students to arrange meetings or speaking requests
Process Director’s travel and other reimbursements
Communications and Coordination (25%)
Serves as day-to-day communications liaison for the Director, including conveying messages, requests, and information to the Director and the Executive Director as needed on behalf of callers and staff members and following up on matters needing attention
Tracks and coordinates correspondence and deadlines requiring attention of or response from the Director
Reviews incoming mail, sharing with other staff or redirecting to other senior leaders or offices as appropriate
Drafts e-mails, correspondence, announcements, reports and other communications for and on behalf of the Director of Masonic Cancer Center, including congratulatory notes and recognitions
Collects and compiles information and provides other assistance to the Director and the Executive Director (e.g. executive committee, external advisory board, grants renewal, and leadership retreat) including compiling PowerPoint presentation materials
Coordinates calendars and affiliated communications related to annual and comprehensive reviews, budget and compact overviews, commencements, and other academic processes
Office Operations (25%)
Maintains overview of office work flow and progress on key issues and activities
Assists in updating the Director and Executive Director within the Masonic Cancer Center
Hires, directs and supervises student workers within the Administrative Office
Responsible for reception duties but may delegate them to student workers
Maintains active listservs for Masonic Cancer Center
Provides EFS support as need to the Director, Executive Director, and Administrative Management team at Masonic Cancer Center
Serves as resource for other administrative staff in Masonic Cancer Center Office
Oversees office files, maintaining paper and electronic files as appropriate
Partners with Administrative Managers on projects needing administrative support (e.g., events, committee and project support)
All required qualifications must be documented on application materials.
Bachelor’s degree or a combination of education and professional experience totaling 4 years
Experience handling sensitive and/or confidential information with tact and diplomacy
Experience analyzing and solving complex situations and issues clearly, creatively, and critically
Demonstrated a clear and excellent oral, written, and interpersonal communication skills
Demonstrated organizational skills, accuracy, and attention to detail
Ability to anticipate the needs of other and take appropriate action as needed for the C-Suite Leadership Team
A highly effective team player, with the ability to also be independently effective
Demonstrated strong attention to detail, thoroughness, and accuracy with exceptional work products and a superior level of timeliness
Experience successfully managing multiple projects simultaneously while paying attention to the details
Commitment to building a culture that respects and embraces diversity, inclusion, and equity
Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion
Experience drafting and preparing letters, memos, spreadsheets and other office documents
Experience and high level of skill managing schedules using electronic calendaring software
Computer experience required, with demonstrated proficiency/experience in Microsoft Office Suite and Google Applications.
Experience in making travel arrangements for executives, faculty, or similar; experience with expense reimbursements for travel and/or conference fees, etc.
Demonstrated/documented exceptional customer service skills and professional demeanor are critical to success in this position.
Explain complex policies and procedures to a wide range of audiences
Experience scheduling meetings and special events, often requiring sensitive, timely communications with faculty, students, and coordination with University offices and stakeholders throughout the dental profession. Ability to prioritize and make daily decisions regarding the Division Director’s calendar.
Experience with financial processing including, but not limited to: purchasing card reconciliation, purchase orders and reimbursement.
Experience in event planning and execution
Internal Number: 331708
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.