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Job Description
50% – Executive Calendaring, Communication, and Coordination (Primary Function):
- Coordinates and manages complex calendars for 3–4 senior leaders, prioritizing meeting requests, resolving conflicts, and aligning scheduling with strategic priorities.
- Administers travel, payment, and reimbursement processes on behalf of senior leaders.
- Serves as primary point of contact for meeting coordination with internal and external stakeholders.
- Prepares meeting invitations, agendas, materials, and logistics for recurring and ad hoc meetings.
- Exercises independent judgment in managing competing priorities and protecting executive time.
- Prepares, edits, and finalizes professional correspondence and documentation.
- Tracks follow-ups and outstanding items to ensure timely completion of leadership action items.
- Manages shared systems for scheduling, records, and document organization (e.g., Teams, shared drives).
- Assists with cross-team coverage in critical situations.
- Works as a member of the Office of Research administrative support team.
- Collaborates with internal and external stakeholders to support organizational priorities.
- Serves as a Notary Public.
- Serves as the primary on-site support for the leadership office suite, including:
- Reception/front desk coverage and visitor coordination.
- Managing main phone line and directing inquiries appropriately.
- Maintains operational readiness of the office:
- Orders and manages office and kitchen supplies.
- Coordinates deliveries and vendor interactions (including purchase orders).
- Oversees shared spaces (conference rooms, kitchen areas, equipment, etc.).
- Supports satellite office operations:
- Coordinates supply purchasing and delivery logistics across locations.
- Submits and tracks service requests (facilities, IT, etc., e.g., work orders).
- Manages shared office resources such as reservations, guest accommodations, and workspace coordination.
- Manages shared inboxes and routes requests appropriately.
- Plans and executes meetings and events for leadership and the department, including:
- Scheduling and logistics coordination.
- Catering, venue booking, and vendor coordination.
- Room setup, including basic audio/visual support.
- Supports internal and external events, advisory groups, and leadership meetings.
- Coordinates logistics for visitors, including space, parking, and access needs.
- Provides end-to-end execution to ensure professional delivery of high-visibility engagements.
- Large-format printing services and request fulfillment to researchers presenting work.