Executive Assistant

Southeast. Always the Right Career Direction

The Executive Assistant's primary responsibility is to provide support to the Associate Dean of the division. He / she provides back-up support to the chairs and faculty of academic departments within ACOM. The Executive Assistant serves as the first point of contact for the Alabama College of Osteopathic Medicine interacting with a wide variety of constituencies including college / hospital administrators, external agencies, corporate executives, attorneys, vendors, staff, faculty, students and visitors. He / she serves as a resource on office policies and procedures. Reporting directly to the Division Leader, the successful candidate will work independently, performing a wide range of complex and confidential administrative and clerical support duties.

Job Description

• Serves as the principal administrative contact and liaison with all academic and administrative constituents of ACOM and with external constituents, such as external agencies, corporate executives, attorneys, vendors, staff, faculty, students, and visitors;
• Reviews, assesses, routes, answers, monitors and follows up actions on correspondence;
• Works regularly on multiple technical applications, including word processing, database management, spreadsheets, graphics, presentation software, electronic calendar, email and others;
• Manages complex calendars; arranges meetings, appointments and travel; answers and routes phone calls; mail and emails; and maintains physical and electronic records;
• Assists with report writing and record keeping;
• Supports the Associate Dean in the preparation and editing of Division reports and publications as needed;
• Prepares travel arrangements as needed and processes reimbursement requests;
• Handles routine purchasing requests and maintains inventory of supplies for the Division
• Schedules and coordinates meetings and facilities, prepares meeting minutes, distributes minutes to appropriate individuals;
• Organizes major meetings including distributing materials, arranging for refreshments, preparing name tags and transcribing minutes;
• Performs routine administrative duties such as fax, copying, printing, filing etc.;
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings and workshops;
• Makes recommendations to the Associate Dean for improvements in office procedures / systems;
• Performs other duties as assigned by the Associate Dean.

Position Qualifications

Required :

Preferred :

Shift

Day

Shift Details

First

FTE

Type

Regular

Join One of Forbes 500 Best Mid-Sized Employers in America

Equal Employment Employer

Southeast Health is committed to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and / or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Southeast Health will provide reasonable accommodations for qualified individuals with disabilities.