Executive Assistant

Job Posting Title:

Executive Assistant

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Hiring Department:

Department of Neurosurgery

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

The Department of Neurosurgery at the Dell Medical School is looking for an Executive Assistant.

Purpose

This position will provide reliable, executive level support, assisting in the day-to-day prioritization and execution of activities and meetings for the Chair in the Department of Neurosurgery at Dell Medical School, often interacting with senior management, faculty, staff, students, and external constituencies.  

Responsibilities

• Manage a complex and dynamic calendar for the Chair of the Department of Neurosurgery with fluid reprioritizations that will often require independent decision-making.  This position will oversee the Chair's surgical and academic schedules.

• ​​Support additional faculty in the department with calendar management and other responsibilities.

• Schedule appointments and meetings, coordinate resources and assemble appropriate reference material for all meetings. Arrange room reservations, catering, and all other logistical details. 

• Compose and prepare routine, well-written memos, correspondence, reports, meeting agendas, and notes. Assist with follow-up materials as requested. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Back-up to the Senior Administrative Program Coordinator.

• Coordinate travel arrangements and meeting schedules for the Department Chair, department faculty, faculty recruits and hiring committees, and other visitors. Develop itineraries, book flights, handle arrangements with drivers or cars, reserve meeting facilities, hotel arrangements, and other necessary arrangements.

• Manage and process travel authorizations and expense reimbursements in accordance with the DMS Finance policy and procedures.

• Assist with departmental events such as Grand Rounds, faculty recruiting visits, quarterly faculty meetings, annual memorial lectureship, end of year reviews and more.

• Serve as the department ProCard holder and assist with procurement and financial processing for department expenses.

• Collaborate and maintain frequent contact with other senior and executive-level administrative staff and faculty to accomplish departmental goals.

• Other related duties as assigned.         

Required Qualifications

Bachelor's degree and at least five years of experience with advanced administrative functions, particularly calendar management and other support directly for senior executives. Maintaining a high level of confidentiality and adhering to HIPAA guidelines are required.  Effective communicator with excellent oral, written, and interpersonal communication skills. Demonstrated problem-solving and critical thinking skills. A self-starter - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational and time-management skills. Highly detail-oriented. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in variou