The Executive Assistant provides high level, executive support to the Dean of the School of Public Health. She/he will serve as the central liaison between the Dean and the Associate Deans, Department Chairs, Center Directors, Advancement, the University and other constituents outside of Brown. The Executive Assistant is responsible for coordinating organizational reporting, such as reports, presentations, meeting minutes, and policy documents. The Executive Assistant will facilitate the flow of information in the Office of the Dean and be responsible for maintaining organizational processes to strengthen internal workflows and improve coordination. She/he will execute methodology for information flow, decision requests, special project management and tracking, and deliverables on a day-to day basis. He/she will organize the complicated schedule and travel for the Dean.
Must have the ability to work efficiently and collaboratively while shifting priorities when necessary to achieve optimum results
Manage complex schedule for the Dean of the School of Public Health, maintaining digital-based calendar of meetings, appointments and events. Support the Dean with his/her regular meeting schedule, agenda preparation, guest invitations, and required documents. Coordinate and prepare daily briefing materials to ensure the Dean is organized for all meetings. Make all travel arrangements, national and international, for the Dean. Process travel and business expense reimbursements on behalf of the Dean. Support Dean with internal and external committees by creating/coordinating materials and liaising with appropriate contacts. Arrange meeting and catering support. Answer phone calls using sound judgment as to use of the Deanâ™s time. Review and process all incoming correspondence and other communications using discretion to determine what can be handled by the Executive Assistant, what should be routed to other staff, faculty, and what issues must be personally handled by the Dean. Draft responses and prepare reports, researching information as required. Distribute requested information to other staff as appropriate and follow-up as needed to ensure responses are completed accurately and on-time. Anticipate needs, collect information, analyze and draft executive summaries or prepare reports that will enhance decision-making.
Under the direction of the Assistant Director of Deanâ™s Initiatives and Special Projects, provide comprehensive support for special assignments, events and high-level tasks as assigned. Completes projects as assigned that may require extensive research, analysis and writing. Coordinates assigned projects and works collaboratively with School, University, and community constituents as appropriate. Keeps the Dean and Assistant Director of Deanâ™s Initiatives and Special Projects informed of project status with sufficient regularity and lead-times so that timely corrective action can be taken if needed. Collaborate on coordinating event logistics including invitation management, space, audio-visual facilities, catering, transportation, and required follow up.
Work closely with the Assistant Director for Deanâ™s Initiatives and Special Projects to pro-actively plan and coordinate committee events and meetings of senior leadership (Associate Deans, Executive Committee, Center Directors and ad hoc working groups. Coordinate agendas, design, produce and distribute meeting materials. Capture action and follow-up items and monitor progress.
Working in coordination with administrative support staff, Executive Assistant leads the organization and updating of the various documents and data housed within the Deanâ™s Office. Coordinate organizational reporting and policy documents and serving as a resource to retrieve or file confidential Deanâ™s office materials. Manage and triage various high level letters, policies and agreements requiring the Deanâ™s review and approval, and ensuring quality control.
Required: Bachelorâ™s degree or equivalent combination of skills and experience.
Three to five years of administrative experience, executive assistant experience preferred.
Experience in a university setting, preferred.
Extensive, related analytical and administrative experience in an executive-level office. Experience scheduling appointments and coordinating calendars.
Strong organizational, administrative and time management skills. Initiative and judgement to independently problem solve and prioritize. The ability to independently develop and implement short and long term goals. Ability to work independently, but also as a strong team member when the situation warrants.
Confident public relations and interpersonal skills. Competent oral and written communication skills and good command of English language and grammar necessary.
Computer expertise and continued interest in maintaining skills: Computer proficiency in word processing, including knowledge of Microsoft Word, PowerPoint, Excel, Adobe, and familiarity with the internet.
Ability to react quickly and shift priorities when needed.
Administrative experience with abilities to set priorities, organize and coordinate office operation, anticipate needs, work under the pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters.
Criminal Background check and educational verification required.
Recruiting Start Date:
Job Posting Title:
School of Public Health
Scheduled Weekly Hours:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.
Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.
Internal Number: REQ151946
About Brown University
Located in historic Providence, Rhode Island and founded in 1764, Brown University is the seventh-oldest college in the United States. Brown is an independent, coeducational Ivy League institution comprising undergraduate and graduate programs, plus the Alpert Medical School, School of Engineering, Executive Master of Healthcare Leadership and the IE Brown Executive MBA.