Executive Assistant I

Overview

Western Michigan University Homer Stryker M.D. School of Medicine is recruiting an Executive Assistant I. Responsible for providing executive level support to one or more WMed leaders. Acts as a liaison for the leaders and other constituents. Independently manages multiple task and projects with competing priorities and deadlines. Organizes and maintains administrative processes. Handles details of a highly confidential and critical nature. Must function efficiently and effectively in a fast-paced professional environment. Must have skill and knowledge of organizational policies and practices.

Responsibilities

• Ability to anticipate the needs of the leaders and proactively bring together appropriate people and resources in support of these positions.
• Manages the daily schedule of WMed leaders, ensuring they are aware of their schedules and prepared for all meetings in advance; keeps appointments and meetings on time, or changes schedules when necessary.
• Independently processes and/or composes correspondence, reports, agendas, minutes, documents, and presentations for the WMed leaders in response to routine inquiries.
• Manages external and internal contacts for the leaders, proactively understands who they are, which are priority contacts, and keeps track of communication for priority contacts.
• Develops and maintains a system that alerts to upcoming deadlines on incoming requests or events.
• Analyzes incoming correspondence such as emails, phone calls, voicemails, and faxes to determine significance and assigns to appropriate staff.
• Ensures excellent communication and coordination with internal and external stakeholders. Tracks all issues to satisfactory resolution and completion.
• Contributes to and manages special projects as required.
• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
• Acquires knowledge for new technology and policy/procedure revisions.
• All other duties as assigned.

Qualifications

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s degree required/in progress or minimum of three years of executive assistant or related experience.
• Minimum of three years of relevant work experience supporting high level executives, preferably in education or healthcare.
• Project coordination experience.
• Highly proficient using Microsoft Outlook/Word/Excel/PowerPoint/Access/Visio/Project, Adobe Acrobat, document management software, and internet research skills.

 

OTHER SKILLS AND ABILITIES:

• Ability to handle high-level administrative issues, analyze and solve work-related problems.
• Ability to work independently, perform as a self-starter, and meet critical deadlines.
• Ability to use various software programs to develop correspondence, documents, agendas, meeting materials, presentations, organizational charts, etc.
• Time management skills to manage competing priorities and overlapping deadlines.
• Demonstrates flexibility, sound judgment and meticulous attention to detail.
• High degree of integrity to maintain absolute confidentiality in all matters related to the executive offices.
• High level of knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Demonstrates the ability to recognize priorities in organization of work flow.
• Able to perform duties independently, with a minimal need for direct supervision.

 

About Western Michigan University Homer Stryker M.D. School of Medicine (WMed)

 

We are committed to excellence and health equity through transformative medical education, high-quality, patient- and family-entered care, innovative research, and community partnerships within a just culture of diversity, equity, inclusion, and belonging. Our vision is health equity for all in Southwest Michigan through innovation in the practice and study of medicine.

 

The medical school is a collaboration of Western Michigan University and Kalamazoo's two teaching health systems, Ascension Borgess and Bronson Healthcare. The medical school is a private nonprofit corporation supported by private gifts, clinical revenues, research activities, tuition, and endowment income. WMed is the recipient of a $100 million foundational gift and the Empowering Futures Gift, a philanthropic commitment of $300 million to support the mission of the medical school. WMed contributes to the economic vitality of Southwest Michigan through the services we provide as well as the creation of 1,600 new jobs and an annual estimated economic impact of $353 million in Kalamazoo and Calhoun counties.

 

WMed is fully accredi