"Alerted.org

Executive Assistant

Located in the Great River office of University Support Services, the Executive Assistant provides direct support to the Chief Financial and Chief Legal Officers (CFO & CLO) of Medforth, which includes University Support Services in Great River, Long Island, St. George’s University in Grenada (WI), Rocky Vista University in Montana, Utah and Colorado and entities in the United Kingdom, Hong Kong, India, and Dubai.

This is a critical position providing professional leadership for the efficient administration of all operational activities in the Offices of the CFO and CLO including: calendar, expense and event management; travel arrangements; organizing domestic and international calls and meetings; preparation of agendas for leadership and Board meetings; development of executive and Board presentations (including advanced power point, Visio, excel spreadsheets, and office word suite); researching information and analyzing data; drafting and editing written communications; extracting and summarizing information, and identifying operational workflow improvements.

Essential Functions

+ Predominant management around dynamic calendar requests and commitments, responding on a daily and timely basis to requests and adjustments.

+ Strategically and proactively plan for calendar adjustments, ensuring all priorities and commitments are met.

+ Effectively manage the executive’s calendar and time, organizing activities and priorities to facilitate the efficient operation of applicable departments.

+ Organize and set priorities among a variety of complex tasks, including a high volume of regularly occurring work and a constantly changing array of special projects and calendar demands.

+ Manage all administrative functions, including but not limited to: answering phone calls, calendar management, referring calls to others as appropriate, preparing travel arrangements, managing confidential electronic and paper files, managing supplies, and managing budget, travel and expenses.

+ Provide direct administrative support including the receipt and review of sensitive inbound correspondence and communications.

+ Coordinate complex travel arrangements, both internationally and domestically, including arrangements, meeting logistics and calendarizing, expenses and reimbursements.

+ Prepare leaders for upcoming meetings by ensuring they have all the necessary information to be productive and engaged.

+ Coordinate agendas and strategically manage the leaders time from meeting to meeting to ensure timely attendance.

+ Supports the collection, production and distribution of materials for meetings and events.

+ Prepare and edit PowerPoint presentations, organization charts, excel spreadsheets, and other meeting and communications material.

+ Identify workflow inefficiencies and suggest solutions for streamlining and automating processes.

+ Develop and maintain strong, collaborative relationships with both internal stakeholders and external contacts.

+ Provide support to the leader’s broader departments for projects as needed.

+ Provide executive level administrative support to additional C-suite executives on a case by case basis.

+ Support with project management aspects as applicable.

+ Other duties and projects as assigned.

Essential Knowledge, Skills & Abilities

+ Think proactively and respond quickly in a rapidly changing environment. Strong attention to detail, sense of urgency and proactive nature of planning ahead.

+ Ability to remain calm under pressure and handle multiple competing priorities simultaneously.

+ Quick self-learner with excellent communication skills. Ability to successfully communicate and collaborate with remote teams.

+ High degree of initiative requiring little or no supervision, sound judgment, and the ability to prioritize assignments, solve problems, and meet deadlines.

+ Exceptional analytic, critical thinking and writing skills.

+ Exceptional strength in Office Word suite, advanced Power Point and advanced Excel.

+ Excellent customer service, accuracy and interpersonal skills with a proven ability to effectively operate at all organizational levels including board, executive, staff, and external vendors.

+ Demonstrated experience maintaining confidential information and exercising sound judgment and discretion.

+ Ability to identify workflow improvements and independently and effectively implement change.

+ Demonstrates confidential information and exercises sound judgment and discretion in all matters.

+ Shows a willingness to be flexible, learn and to take initiative without direct supervision.

+ Exceptional analytic, critical thinking and writing skills, with pre-hire testing required.

+ Ability to work in a collaborative environment as a team player and provide support on a wide range of topics.

Qualifications

+ College Degree required.

+ Minimum of 10 years’ experience working at the executive level or C-Suite as an Executive Assistant

Work Environment/Physical Demands

+ This job is performed at a workstation in a positive, creative and collaborative environment.

+ This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets.

+ This is a largely sedentary role.

Hours and Travel

+ Although this position is scheduled for 9 a.m. – 5 p.m. the Executive Assistant is position that may require early and/or late hours, as needed.

The anticipated salary range for Executive Assistant is $100,000 to $115,000. The final salary offered may vary and will be determined based on factors such as the job-related knowledge, skills, experience, and education of the successful candidate. This information is provided per NYS local law.

We Are

• Student Centric: We approach every task with a focus on supporting our students to achieve their lifelong learning goals in a safe, vibrant and welcoming environment.

• A Global Community: We are one team with an international outlook welcoming the strength in our diversity and the value each of us brings to what we do.

• Accountable: We take responsibility for our actions by being responsive, resourceful and respectful in delivering on our commitments with integrity and the highest ethical standards.

• Collaborative: We support and empower one another through open communications, cooperation, sharing knowledge and taking time to always listen and show we care.

• Committed to Excellence: We take pride in our ongoing pursuit for continuous improvement through creativity, rigor and best practices to produce meaningful outcomes.

About University Support Services, LLC

University Support Services LLC (USS) is an affiliate of St. George's University (SGU), a leading provider of international medical education. SGU students and faculty come from 151 countries to the island of Grenada, located in the West Indies. Our purpose is to support SGU to deliver best in class education for all SGU students. We put a special focus on the growing global need for diverse high-quality medical and healthcare professionals. USS is pivotal in positioning SGU as a premiere medical degree institute through its student-facing as well as functional support teams.

USS is an equal opportunity employer. As such, it is company policy to fill positions with qualified candidates regardless of race, color, sex (including sexual orientation and gender presentation), age, religion, ancestry, national origin, citizenship status, pregnancy, marital status, medical condition, genetic information, disability, status in the Uniformed Services of the United States (including veteran status) or status as a victim of domestic violence, except where there is a bona fide occupational qualification. This policy protects applicants and employees from discrimination in the hiring process.