Executive Assistant - WFUSM Undergraduate Medical Education

JOB SUMMARY: 

The Wake Forest University School of Medicine (WFUSM) Undergraduate Medical Education Office Executive Assistant performs a wide variety of administrative duties in support of executives within Undergraduate Medical Education (UME), including the Vice Dean of Undergraduate Medical Education, Sr. Associate Dean of Curriculum, Assistant Vice President of Operations and Administration, and Director of Curricular Affairs. This role frequently involves interactions with high-level officials, board members, and leadership.

The position requires the ability to act as an extension of the executives, anticipating their needs and proactive planning, in order to manage executive’s time effective and efficient manner. Key responsibilities include complex calendar management, coordination of travel, meetings, and event coordination, as well as providing project support.

EDUCATION/EXPERIENCE: 

• Associate degree in business administration, communications (or related field of study) required.
• (4) four years administrative assistant experience at the senior level required; or an equivalent combination of education and experience. 

SKILLS/QUALIFICATIONS: 

• Independent judgment and initiative. 
• Broad knowledge of operations and policies. 
• Ability to build collaborative relationships. 
• Detail oriented. 
• Ability to meet deadlines. 
• Ability to multi-task and prioritize. 
• Proficiency in Microsoft Office programs. 
• Proactively seeks ways to improve skills.

ESSENTIAL FUNCTIONS: 

• Functions as the point of contact for the executives
• Anticipates needs of executives
• Arranges, coordinates, prepares meeting materials, and receives direction from others to apprise leader, so he/she is as prepared and organized as possible
• Responds to inquiries and sensitive questions in a professional manner, and takes initiative to refer to the most appropriate contact
• Calendar Management: Works in collaboration with the medical center executive assistant to support Vice Dean’s calendar effectively. 
  • Makes decisions about requested meetings, discusses as appropriate, and schedules locations and resources needed
  • Manages a wide variety of projects through planning, implementation, and evaluation. Oversees the work of contributors. 
• Prepares periodic analyses and reports reflecting progress and trends. Identifies opportunities for improvement and facilitates implementation as appropriate.
• Oversees recruitment of positions, job performance and facilitation of duties.
• Logistical Information Management
  • Responsible for updating and maintaining the UME Comprehensive Email Spreadsheet 
  • Responsible for updating and maintaining the UME Updated Hoteling and Conference Room Usage
    • Updating available first floor conference room and hoteling spaces
    • Keeping record of regularly scheduled meetings in conference rooms
    • Keeping record of regularly needed hoteling offices
  • Responsible for entering room reservations into EMS for UME faculty and staff requesting a conference room or hotel space
• Communications
  • Composes correspondence, signs on behalf of executives, or sends on behalf of executives, as appropriate
• Travel and Expenses
  • Acts as a delegate on behalf of executives to arrange, book, and manage travel itineraries.
  • Submits expense reimbursements on behalf of executives
• External Travel Management
  • Arrange and book all travel (including, but not limited to airfare, car rental, hotel, ground transportation, restaurant reservations) for incoming search candidates on the faculty and staff level
  • Work with executives to determine interview planning and put together itineraries for incoming search candidates
    • Calendar invitations (with virtual links if necessary)
    • Room reservations in EMS for interview spaces
    • Breakfast/lunch options as needed
    • Act as personal liaison to search candidates on the day(s) they are on-site
• Event Planning
  • Working with the executives, assist with planning and executing events within UME including, but not limited to: UME Staff Retreats; End of Year Celebration; Education Grand Rounds; Drinks and Data; HPEI Symposium
  • Secure location reservations, track expenses, and assist in the signing off of contracts as necessary
  • Assist, as needed, with Student Affairs for events related the MD Program as a whole including, but not limited to: Orientation; White Coat Cere