Reporting to the REACH Initiative Sponsored Projects and Program Manager, the Executive Program Assistant serves an important and highly public role in the Office of the Director; providing expert administrative support in a demanding, fast-paced environment.
The Executive Program Assistant will communicate and interact with the senior leadership of the university, including deans, associate faculty, directors and their respective staff. The Executive Program Assistant must be highly proactive and demonstrate the ability to work independently. The successful candidate will be able to prioritize effectively, take an energetic approach to work assignments and take initiative in anticipating the needs of The REACH Initiative leadership team. As a professional representative of the REACH Initiative, the candidate must be committed to responsiveness, customer service, excellence and teamwork. The Executive Program Assistant will deal regularly with sensitive, privilege and confidential subject matter. This position requires discretion and exercising considered judgement in all conversation, handling of materials, etc.
Primary Duties and Responsibilities:
Manage the Director's calendar of meetings, appointments and special events; organize high-level meetings with constituencies as required; anticipate future schedule conflicts and take initiative to resolve them in a timely manner. Prepare the Director daily for a wide range of meetings and presentations and work with other staff and offices to ensure that materials for meetings and special events are prepared appropriately and on time. Attention to details in this task is critical.
Coordinate committees and academic requirements, including scheduling, invitations, reminders, meeting logistics (including A/V, catering, meeting location, conference line availability, etc.) Maintain attend lists, committee rosters and contact sheets. Prepare and distribute materials for meetings as needed. Record and track agenda items for one-on-one meetings. Prepare meeting agendas accordingly.
Coordinate the calendar, and preparatory materials for research and program meetings in coordination with the designated team leads. Maintain effective and proactive communication with staff, deans, board members, administrators, and university administration as required.
Mentor the staff to assume day-to-day management of the program.
Compile/prepare reports, minutes and materials; coordinate and disseminate materials as needed for meetings. Prepare, edit letters, memos and other correspondence as needed. Oversee incoming correspondence and requests; route matters and correspondence to other staff members as appropriate; prioritize items that need immediate attention. Respond to phone calls and mail as needed; the first point of contact for all incoming phone calls to the REACH Initiative.
Coordinate travel plans and itineraries in a manner that promotes the best use of time and efficiency and minimizes potential travel issues. Prepare travel and accommodation arrangements. Track and ensure timely processing of travel and expense reimbursement. Maintain the executive and office travel and expense logs.
Manage responsibility for the consistent use of file management systems. Ensure files are well organized, maintained and up to date. Participate in oversight of records retention. Coordinate schedules, meetings and conferences for both the US and international meetings and events. Prepare initial drafts and summaries of monthly reports for projects. Create and develop a time table of reports due and keep track to finalize reports on time.
Pay invoices and reimbursements and track payments. Manage office supply, including ordering and distribution. Perform literature reviews. Maintain CV for Director. Provide support for website content updates. Handle highly confidential information with an appropriate level of discretion. Handle Director's Corporate Card Account and Program Manager's P card Account. Event set-up and management. Work with clinicians to organize clinical coordination of students. Coordinate continuing education activities. Manage shared program file.
Other duties as assigned as requested by the Director/Principal Investigator.