Executive Assistant - WFUSM Undergraduate Medical Education
Wake Forest Baptist Health
- Winston-Salem, NC
- Permanent
- Full-time
- Associate degree in business administration, communications (or related field of study) required.
- (4) four years administrative assistant experience at the senior level required; or an equivalent combination of education and experience.
- Independent judgment and initiative.
- Broad knowledge of operations and policies.
- Ability to build collaborative relationships.
- Detail oriented.
- Ability to meet deadlines.
- Ability to multi-task and prioritize.
- Proficiency in Microsoft Office programs.
- Proactively seeks ways to improve skills.
- Functions as the point of contact for the executives
- Anticipates needs of executives
- Arranges, coordinates, prepares meeting materials, and receives direction from others to apprise leader, so he/she is as prepared and organized as possible
- Responds to inquiries and sensitive questions in a professional manner, and takes initiative to refer to the most appropriate contact
- Calendar Management: Works in collaboration with the medical center executive assistant to support Vice Dean's calendar effectively.
- Makes decisions about requested meetings, discusses as appropriate, and schedules locations and resources needed
- Manages a wide variety of projects through planning, implementation, and evaluation. Oversees the work of contributors.
- Prepares periodic analyses and reports reflecting progress and trends. Identifies opportunities for improvement and facilitates implementation as appropriate.
- Oversees recruitment of positions, job performance and facilitation of duties.
- Logistical Information Management
- Responsible for updating and maintaining the UME Comprehensive Email Spreadsheet
- Responsible for updating and maintaining the UME Updated Hoteling and Conference Room Usage
- Updating available first floor conference room and hoteling spaces
- Keeping record of regularly scheduled meetings in conference rooms
- Keeping record of regularly needed hoteling offices
- Responsible for entering room reservations into EMS for UME faculty and staff requesting a conference room or hotel space
- Communications
- Composes correspondence, signs on behalf of executives, or sends on behalf of executives, as appropriate
- Travel and Expenses
- Acts as a delegate on behalf of executives to arrange, book, and manage travel itineraries.
- Submits expense reimbursements on behalf of executives
- External Travel Management
- Arrange and book all travel (including, but not limited to airfare, car rental, hotel, ground transportation, restaurant reservations) for incoming search candidates on the faculty and staff level
- Work with executives to determine interview planning and put together itineraries for incoming search candidates
- Calendar invitations (with virtual links if necessary)
- Room reservations in EMS for interview spaces
- Breakfast/lunch options as needed
- Act as personal liaison to search candidates on the day(s) they are on-site
- Event Planning
- Working with the executives, assist with planning and executing events within UME including, but not limited to: UME Staff Retreats; End of Year Celebration; Education Grand Rounds; Drinks and Data; HPEI Symposium
- Secure location reservations, track expenses, and assist in the signing off of contracts as necessary
- Assist, as needed, with Student Affairs for events related the MD Program as a whole including, but not limited to: Orientation; White Coat Ceremony; Match Day; Commencement
- General Responsibilities
- Functions as point of contact and representative for multiple Undergraduate Medical Education executives
- Assists in administration of departmental budget
- Provides administrative support at meetings of significance
- Compiles confidential information using judgment and discretion as to appropriate action
- Composes correspondence and signs on behalf of executive as appropriate.
- Contributes to a welcoming and inclusive environment
- Support other functions of UME, as needed
- Hybrid work schedule: weekly 3 days onsite (subject to change per department/enterprise needs)
- Clean, well-lit, office environment