Institute Executive Assistant

General Summary/Responsibilities: The Institute Executive Assistant provides comprehensive administrative and organizational support to the leadership of the institute. This position plays a critical role in enabling the executive team to operate efficiently by managing complex calendars, facilitating communications, coordinating events, preparing documentation, and ensuring smooth day-to-day operations. The ideal candidate is professional, detail-oriented, and capable of handling confidential information with discretion.

• & Functions: -Manage executive calendars, schedule appointments, and coordinate internal and external meetings. -Organize travel arrangements, itineraries, and accommodations for executives and guests. -Prepare and proofread reports, presentations, correspondence, and meeting materials. -Serve as a liaison between executive leadership and institute staff, faculty, partners, and stakeholders. -Assist in the planning and execution of institute events, board meetings, and special projects. -Track deadlines, deliverables, and follow-ups for strategic initiatives and executive tasks. -Maintain organized filing systems (physical and digital) for institutional records and documents. -Process expense reports, invoices, and reimbursements in accordance with organizational policies. -Handle sensitive and confidential information with the highest level of discretion. -Provide general administrative support and contribute to a collaborative and efficient office environment.
• Manage executive calendars, schedule appointments, and coordinate internal and external meetings.
• Organize travel arrangements, itineraries, and accommodations for executives and guests.
• Prepare and proofread reports, presentations, correspondence, and meeting materials.
• Serve as a liaison between executive leadership and institute staff, faculty, partners, and stakeholders.
• Assist in the planning and execution of institute events, board meetings, and special projects.
• Track deadlines, deliverables, and follow-ups for strategic initiatives and executive tasks.
• Maintain organized filing systems (physical and digital) for institutional records and documents.
• Process expense reports, invoices, and reimbursements in accordance with organizational policies.
• Handle sensitive and confidential information with the highest level of discretion. Provide general administrative support and contribute to a collaborative and efficient office environment. Qualifications Education Minimum Level of Education Required: High School completion / GED Additional

§ Type of degree: N/A § Area of study or major: N/a § Preferred educational

Administrative secondary education preferred. Experience in health care secretarial work and familiarity with medical terminology are desirable. § Position specific testing requirement: N/A Licensure/Certification/Registration § n/a Experience Minimum Level of Experience Required: 5 - 7 years of job related experience Prior job title or occupational

N/A Prior specific functional

N/A Preferred

N/A Other experience

N/A Knowledge/Skills § Proficiency with Microsoft Office Suite and virtual meeting platforms. § Strong organizational and multitasking skills with exceptional attention to detail. § Excellent written and verbal communication skills. § Ability to work independently, prioritize tasks, and manage time effectively. § Professional demeanor and ability to interact with high-level stakeholders. § Discretion in handling confidential information and professional judgment in decision-making. § Proficiency with Microsoft Office Suite and virtual meeting platforms. § Strong organizational and multitasking skills with exceptional attention to detail. § Excellent written and verbal communication skills. § Ability to work independently, prioritize tasks, and manage time effectively. § Professional demeanor and ability to interact with high-level stakeholders. § Discretion in handling confidential information and professional judgment in decision-making.