MUSCP- Executive Administrative Assistant to the President

Job Description Summary

The Executive Assistant III provides high-level administrative support to the President and Office of the President, ensuring seamless operations, effective communication, and well-coordinated schedules. This role requires professionalism, discretion, and the ability to manage multiple priorities in a dynamic environment.

Entity

University Medical Associates (UMA) Only Employees and Financials

Worker Type

Employee

Worker Sub-Type

Regular

Cost Center

CC003439 UMA PRES FND President's Fund CC

Pay Rate Type

Salary

Pay Grade

Health-31

Scheduled Weekly Hours

40

Work Shift

Job Description

Key Responsibilities:

1.1 Schedule & Calendar Management 25%

• Manages the President’s daily schedule, coordinating with the schedules of the First Lady and Chief of Staff.
• Schedules special activities, events, and meetings, making necessary arrangements for conferences.
• Exercises sound judgment in prioritizing access to the President and team based on relevance and urgency.
• Schedules meetings at the request of the President and team, coordinating with internal and/or external stakeholders’ availability.
• Ensures time is managed effectively and efficiently to meet key objectives.

1.2 Meeting & Event Preparation 20%

• Tracks tasks assigned by the President and team, ensuring objectives progress smoothly.
• Gathers and organizes briefing materials, ensuring the President and team are well-prepared for meetings, speaking engagements, and travel.
• Attends meetings, records minutes, and drafts decision memorandums as appropriate and necessary.

1.3 Communication & Representation 15%

• Serves as the primary communication liaison for the Office of the President, including interactions with staff, administrators, directors, and other internal and external constituents.
• Responds to inquiries, resolves issues, and ensures the President and team remain informed on key matters.
• Upholds a high level of professionalism and discretion while maintaining a positive, solutions-oriented approach.

1.4 Travel Coordination 15%

• Plans and coordinates travel for the President and team, including registrations, flights, accommodations, and ground transportation.
• Prepares detailed travel itineraries, ensuring all logistics align with event and meeting schedules.
• Organizes receipts and necessary documentation for travel reimbursements post-trip.

1.5 Administrative Operations & Policy Implementation 10%

• Supports the implementation of office policies and contributes to the decision-making process.
• Addresses administrative challenges, responding to inquiries from government officials, faculty, staff, students, and the public.
• Drafts and manages correspondence, including confidential communications.
• Maintains a high standard of professionalism, ensuring all interactions reflect the values of the Office of the President.

1.6 Confidentiality & Information Management 5%

• Maintains and secures confidential files and sensitive information.
• Exercises discretion in determining appropriate access to information.

1.7 Collaboration & Office Synergy 5%

• Works closely with other administrative staff to ensure efficiency, cross-training, and collaborative efforts.
• Monitors and ensures the accuracy and effectiveness of daily office operations.

1.8 Additional Duties 5%

• Performs other duties as assigned to support the evolving needs of the Office of the President.

Additional Job Description

Bachelor’s Degree, plus 5 years supporting a senior executive

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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