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Executive Assistant

The Ross University School of Veterinary Medicine (RUSVM) is seeking to recruit an Executive Assistant.

Interested? Get the details here how to apply.

Job ID2019-107356

Click here to the Ross University School of Veterinary Medicine to apply

Deadline: None Provided

Unposting: March 29, 2019

Opportunity at a Glance

The Executive Assistant will support the Head of departments and Dean’s office to provide a high level of administrative support including organizing and maintaining complex calendars, supporting Dean’s projects and events, room scheduling, student rosters, drafting letters and documents, organizing meetings, scheduling interviews, supporting events, organizing international travel as well as processing finances, ordering supplies and producing reports and entering confidential data as needed. . This role also supports the recruitment process for the departments, creating and implementing itineraries and acting as liaison for candidates throughout the process.

 

The Executive Assistant will have regular exposure to confidential material and requires a great deal of professionalism, discretion and integrity in dealing with internal and external contacts. In addition this position requires a high level of interpersonal skills and confidence when interacting with staff at all levels and high-profile external contacts. The successful candidate must be able to produce a high level of attention to detail and be approachable yet discrete.

Responsibilities

  • Handle a wide variety of complex situations and time conflicts involving the business/administrative functions of the office and is responsible for confidential and time sensitive material on a regular basis.
  • Prepare high level documentation and advanced correspondence with a high degree of accuracy and attention to detail for presentation to Senior Leadership.
  • Anticipate the needs of the Heads of Departments and use discretion when setting priorities to keep the leaders updated and aware of meetings, agendas, travel, upcoming events, incoming emails and letters, situations relating to the administrative office, campuses, employees and visitors.
  • Act as a liaison between the leader and employees, clients and all external contacts, by utilizing good judgment in determining when to act independently and when to refer matters for further attention.
  • Manages the Head of Departments calendars and contact database to schedule meetings, make travel arrangements (airline, car service, rental car, hotel, etc.), order office supplies/equipment, prepare expense statements, reserve and prepare facilities and catering.
  • Maintains accurate records and files; develops and maintains filing systems to include electronic and hard copy, network systems; ensures filings are in proper format and filed in a timely manner; supplies information upon request.
  • Support the reception with call-screening / front desk cover support.
  • Manages confidential data, student grades, scheduling and room bookings
  • Offer support and assistance to Dean’s office, other departments and employees as needed for special projects and/or events.
  • Manages invoices, PO’s and payments for the departments and ensure prompt processing of all finances as well as ordering catering, booking restaurants and supporting faculty processes.
  • Manages the recruitment of Faculty, arranging interview schedules, collecting candidate and supporting them on island as well as supporting locum onboarding.
  • Other duties as assigned.

Qualifications

  • Bachelor’s Degree required but may substitute with a combination of education and experience for the right candidate
  • Valid St. Kitts & Nevis Driver’s license with 5 years’ experience
  • 5 years executive assistant experience preferred working for a CEO/COO level senior officer operating in a global environment
  • High level of proficiency in all Microsoft Office packages (including but not limited to Word, Excel, PowerPoint, Outlook).
  • Ability to record and transcribe notes for executive level meetings and follow up with appropriate communications regarding project tasks, due dates and communications.
  • Excellent organizational, oral and written communication skills
  • Demonstrated ability to multi-task, work independently and as a team member.
  • Demonstrated ability to maintain composure when working under pressure.
  • Demonstrated attention to detail with a high level of accuracy.
  • Demonstrated ability to use good judgment and discretion daily as well as when presented with confidential information. 

 

Quick overview

Interested? Get the details here how to apply.

Job ID2019-107356

Click here to the Ross University School of Veterinary Medicine to apply

Deadline: None Provided

Unposting: March 29, 2019

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