The Executive Assistant provides a full range of administrative staff support to the Dean of the Medical School. This position facilitates communications with and access to the Dean, and serves as the first point of contact for the office, and liaises with the Presidentâ™s Office, reporting units (Finance Units, Office of Human Resources, Office of Information Technology, University Services), senior leaders and their staff, and others across the University system and beyond. 

The ideal candidate will bring a working knowledge of the Universityâ™s administrative and governance structures and deep experience in providing executive-level support. The Executive Assistant will be the consummate professional, possessing integrity, sound judgment, tact and diplomacy, discretion, attention to detail, and a reputation for building and maintaining effective and trusting working relationships.

Duties/Responsibilities:

• Identify, analyze, track and prepare responses/reports related to inquiries, projects, and issues related to advancing the strategic initiatives, objectives, and issues involving the Deanâ™s office
• Manage the Deanâ™s complex calendar, balancing competing priorities to ensure that the Deanâ™s time is used strategically, that the Dean and the appropriate parties are prepared for meetings, and that requests for meetings are redirected to others having expertise or authority for the subject to be discussed, when appropriate.
• Serve as primary point of contact and liaison for the office to internal (e.g. senior leaders, students, faculty, staff) and external stakeholders (e.g., Board of Regents, legislators).
• Triage a large volume of complicated and/or sensitive inquiries, following up in a timely and appropriate manner on issues needing attention to ensure a high level of service for the office or, when appropriate, making referrals to other offices and staff.
• Coordinate written communications to and from the Office of the Dean, including preparing correspondence, reports, and presentations.
• Manage all day-to-day operations to ensure the office functions effectively and efficiency, including establishing and communicating procedures and deadlines and identifying new ways of achieving efficiencies on an ongoing basis.
• Manage all travel and expenses for the Dean, including reconciling expense reimbursements, purchasing card statements, and contracts to ensure full compliance with University policy.
• Develop and maintain administrative systems such as databases and electronic and paper filing systems.
• Assume other special projects and duties as assigned.

All required qualifications must be documented on application materials

Required Qualifications:

• BA/BS with at least 4 years of experience or a combination of related education and work experience to equal eight years.
• Demonstrated experience supporting C-Suite executive
• Advanced proficiency and experience working with MS Office Suite (i.e., Word, Excel, PowerPoint) and Google (i.e., Mail, Calendar, Drive, Docs, Sheets, Forms).

Preferred Qualifications:

• Demonstrated success in providing effective administrative support to leadership of the University
• Exceptionally strong organizational, interpersonal, and communication skills
• Demonstrated ability to manage complex meeting schedule arrangements.
• Understanding of the Universityâ™s organizational structure and culture as well as working knowledge of and experience with University systems, policies, and procedures
• Strong problem-solving skills and reputation for taking initiative when needed and appropriate
• Discretion and ability to work with and process sensitive information including confidential personnel, financial and legal matters.
• Creativity, flexibility, and comfort in working with diverse populations

Additional Information:

• This position is a 100% in office, no remote work.
• Salary: $75,000-$90,000

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.

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