Executive Assistant Visa Sponsorship Jobs in Minnesota

INTRODUCTION

The Executive Assistant provides a full range of executive administrative support, coordination and project management to the Dean of the Medical School and Executive Vice President for Health Affairs. This position manages communications with and access to the Dean/EVPHA, and serves as the first point of contact for the office, and liaises with the President’s Office, reporting units (Finance Units, Office of Human Resources, Office of Information Technology, University Services), senior leaders and their staff, and others across the University system and beyond.

The ideal candidate will bring a working knowledge of the University’s administrative and governance structures and deep experience in providing executive-level support. The Executive Assistant will be the consummate professional, possessing integrity, sound judgment, tact and diplomacy, discretion and confidentiality, attention to detail, and a reputation for building and maintaining effective and trusting working relationships.

Duties/Responsibilities

• Identify, analyze, track and prepare responses and reports related to inquiries, projects, and issues related to advancing the strategic initiatives, objectives, and issues involving the Dean/EVPHA office.
• Manage the Dean/EVPHA complex calendar, balancing competing priorities to ensure that the Dean’s time is used strategically, that the Dean and the appropriate parties are prepared for meetings, and that requests for meetings are redirected to others having expertise or authority for the subject to be discussed, when appropriate.
• Proactively identify and mitigate potential operational bottlenecks; independently resolve complex scheduling conflicts and administrative hurdles to ensure the EVP remains focused on high-priority strategic initiatives.
• Serve as the primary point of contact and liaison for the office to internal (e.g. senior leaders, students, faculty, staff) and external stakeholders (e.g., Board of Regents, legislators).
• Analyze and use independent discretion to triage a large volume of complicated and/or sensitive inquiries, following up in a timely and appropriate manner on issues needing attention to ensure a high level of service for the office or, when appropriate, making referrals to other offices and staff.
• Coordinate written communications to and from the Office of the Dean, including preparing correspondence, reports, and presentations.
• Manage all day-to-day operations to ensure the office functions effectively and efficiently, including establishing and communicating procedures and deadlines and identifying new ways of achieving efficiencies on an ongoing basis.
• Manage all travel and expenses for the Dean/EVPHA, including reconciling expense reimbursements, purchasing card statements, and contracts to ensure full compliance with University policy.
• Manage the Dean/EVPHA’s CV and bio.
• Formulate, implement, assess and revise administrative processes and procedures, as needed.
• Assume other special projects and duties as assigned. This involves identifying, creating, communicating, and maintaining project plans.

This position is in office, with potential to work remotely on Fridays.

BASIC QUALIFICATIONS

• BA/BS with at least 4 years of experience or a combination of related education and work experience to equal eight years.
• Advanced proficiency and experience working with MS Office Suite (i.e., Word, Excel, PowerPoint) and Google (i.e., Mail, Calendar, Drive, Docs, Sheets, Forms).

PREFERRED QUALIFICATIONS

• Demonstrated success in providing effective administrative support to leadership of the University.
• Exceptionally strong organizational, interpersonal, and communication skills.
• Demonstrated ability to manage complex meeting schedule arrangements.
• Understanding of the University’s organizational structure and culture as well as working knowledge of and experience with University systems, policies, and procedures.
• Strong problem-solving skills and reputation for taking initiative when needed and appropriate.
• Discretion and ability to work with and process sensitive information including confidential personnel, financial and legal matters.
• Creativity, flexibility, and comfort in working with diverse populations.

LOCATION

The University of Minnesota, Twin Cities (UMTC) is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.