Executive Assistant (Center for Psychedelic Therapies and Research)

The Executive Assistant is responsible for a variety of highly-responsible, diverse, complex, and sensitive assignments in support of the Center Director, including the coordination of functions, communication of policy, researching information, preparation of reports, and other administrative and secretarial tasks. The Executive Assistant is expected to process administrative details not requiring the immediate attention of the Center Director. Serving as staff secretary to the Director, Associate Director of Certificates and Certificate Manager, the Executive Assistant provides organizational support for meetings and tracks agenda items and follows up. The position requires a substantial amount of tact, judgment, and initiative. The incumbent is required to be self-directed and able to exercise discretion and judgment; the ability to maintain confidentiality is essential. This position is a 20 hr/wk role and will be required to be in the office regularly with some remote days once shelter in place lifts.

Essential Duties And Responsibilities

• Coordinate the Director's activities, including management of a complex calendar, travel arrangements and associated logistics. Independently commit the Director's time to those requesting access to her based on an in-depth understanding of the Director's priorities and needs.
• Assist Certificate Manager and Associate Director of Certificate Programs in their scheduling of meetings with hundreds of inquiries for applying to the program, affiliated organizations requesting meeting on collaborative initiatives, and note-taking on these meetings.
• Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including CPTR affiliates, senior-level staff, donors, faculty, students, and alumni; attend meetings and take notes, prepare and distribute agendas and background materials as appropriate.
• Serve as the Director's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Director informed of all matters requiring her attention.
• Compose correspondence; develop, review and edit presentations and documentation.
• Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the CPTR Director, Associate Director and Certificate Manager; follow up with appropriate parties to ensure deadlines are met.
• Utilize various computer applications and software packages; enter, update, correct, and extract information; maintain and generate reports from a database or network system.
• Perform related duties as required.

Job Requirements

• Bachelor's degree and six years of relevant experience or combination of education and relevant experience.
• Demonstrated extensive high-level administrative experience supporting senior-level individuals.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
• Demonstrated ability to work as part of a team.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Ability to adapt to changing priorities and meet deadlines.
• Demonstrated experience with Microsoft Office software and email applications.

Additional Information

SALARY AND BENEFITS

Salary Commensurate With Skills And Experience.

NOTES TO CANDIDATE

Working Conditions -- This position is a 20 hr/wk role and will be required to be in the office regularly with some remote days once shelter in place lifts.

Background Check -- Due to the sensitivity and requirements of our positions, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver's license.

Visa Sponsorship -- Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.

Relocation Assistance -- This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS is committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation and inclusion of U.S. historically under-represented people of color, international, bilingual and bicultural students, faculty and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI).