Executive Assistant

Position Description :

We're looking for those individuals-the creative thinkers and innovation seekers-who are content with nothing short of changing the world. Discover the endless opportunities within the Medical College of Wisconsin (MCW) and be inspired by the work we can do together to improve health, and make a positive, daily impact in our communities. In the role of an Executive Assistant you will be working in our School of Medicine.

Purpose

The Executive Assistant will build relationships across departments, affiliates, and external organizations, while maintaining attention to detail and confidentiality. The position will provide high-level administrative support to the Dean of the School of Medicine (SOM), Chief of Staff, and other leaders as assigned. The position includes performing advanced administrative duties that require considerable skill, in-depth knowledge of organizational policies and procedures, managing dynamic calendars, and serving as a liaison to internal and external stakeholders.

Primary Functions

• Serve as the School of Medicine's internal and external front facing customer service provider. Greet and direct visitors in professional atmosphere. Exceptional customer service skills required.
• Perform complete scope of administrative functions ranging from complex scheduling, screening phone calls and visitors, distributing mail, composing correspondence, managing records, and resolving complex inquiries.
• Maintain relationships with colleagues across campus and other partner institutions.
• Assist with agendas, coordinate and manage the administrative workload for the Dean, Chief of Staff and assistant Provost of MCW including initiating follow-ups on leaders' directives to ensure timely execution.
• Assist with responsibilities associated with the leadership meetings; secure room, order food, and ensure all accommodations for each meeting is arranged in advance as appropriate.
• Maintain MCW contact lists for faculty and staff leaders.
• Enter department purchase orders, check requests, P-card reconciliations, and employee reimbursements through the Workday system.
• Assist with any needs related to MCW and department events including Convocation, Commencement, SOM Retreat, Leadership receptions, and parties as needed.
• On occasion format, type, and proof correspondence, reports, memoranda, and other documents to ensure accuracy.
• Maintain list of travel and out dates & cadence of yearly meetings for the Dean.
• Complete travel arrangements for leaders (airfare, ground transportation, meeting registration, lodging); Prepare travel itinerary folders.
• Ensure yearly Annual Leadership Meetings and Program Planning meetings are scheduled with Dean's direct reports.
• Monitor and replace School of Medicine supplies.
• Ensure timely signing of Program Letters of Agreement, letters of support, and graduation certificates.

Knowledge - Skills - Abilities

Customer Service - Knowledge of principles for creating positive customer experiences via phone, in person, and email

Communication - Effectively and clearly exchange information in written or verbal form

Time Management - Skilled managing time in order to ensure work is completed in a timely manner

Clerical - Apply principles of administrative procedures and systems including word processing, managing files and records, and completing forms

Computers - Knowledge of basic word processing and other office applications

#LI-AV1

Preferred Schedule :

Monday - Friday 8 : 00-5 : 00

Position Requirements :

Specifications

Appropriate experience may be substituted for education on an equivalent basis

Minimum Required Education : Associate's Degree

Minimum Required Experience : 5-7 years of administrative support experience

Preferred Education : Bachelor's degree

Preferred Experience : 5-7 years of executive administrative support experience

Why MCW?

For a full list of positions see : www.mcw.edu / careers

For a brief overview of our benefits see : https : / / www.mcw.edu / departments / human-resources / benefits

At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values : Caring - Collaborative - Curiosity - Inclusive - Integrity - Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you.

MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination

The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering an inclusive community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity / expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants, or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.