Executive Administrative Assistant

Position Summary

The Executive Administrative Assistant provides administrative and operational support to the Office of the President and Board of Trustees. Reporting to the Executive Administrator to the President and Chief of Staff/EVP, this role helps execute the daily mechanics of schedules, meetings, communications, and board operations so the President, Chief of Staff, and Executive Administrator can focus on institutional priorities. The Executive Administrative Assistant manages logistics, prepares materials, maintains records and systems, and supports a professional, welcoming environment for visitors, trustees, faculty, staff, students and campus partners.

Our generous benefits package includes medical, dental, and vision plans; paid parental leave; short term and long term disability plans; life insurance; flexible spending accounts; and a 403(b) retirement plan which includes a 8% employer contribution after 2 years of service. RFUMS is committed to employee wellbeing and work-life balance. Full time staff are eligible for 3 weeks of vacation/ personal leave, 15 sick days, and 9 paid holidays, paid winter break, plus two floating holidays.

Who We Are

Rosalind Franklin University of Medicine and Science (RFU) is a graduate health sciences university committed to serving the population through the interprofessional education of health and biomedical professionals and the discovery of knowledge dedicated to improving wellness. The university embodies the spirit of inquiry and excellence modeled by its namesake Dr. Rosalind Franklin, whose Photo 51 was crucial to solving the structure of DNA.

Today, the university's 6 colleges continue Dr Franklin's legacy through rigorous academics, pioneering research, and innovative community service. Our unique interprofessional education model allows students to learn from and with each other in a variety of settings, including our simulation labs, the student-led Interprofessional Community Clinic, and through partnerships with area hospitals and clinics. RFU is a national leader in interprofessional research and practices, and is nationally recognized for its research in areas including neuroscience, brain-related diseases, inherited disorders, proteomics, cancer cell biology and immunology, cardiac resuscitation, and gait and balance.

Essential Duties and Responsibilities

• Support the President's and Chief of Staff's daily schedules by sending invitations and holds, processing reschedules and confirmations, printing daily calendars, and assembling basic meeting details (locations, links, contacts).
  
  

• Coordinate meeting logistics for the President's Cabinet and other standing meetings, including scheduling, room and Zoom reservations, collecting materials from presenters, assembling packets/shared folders, tracking attendance, and arranging catering for small meetings and events as directed.
  
  

• Assist with travel arrangements for the President and Chief of Staff, including booking flights, hotels, and ground transportation based on established preferences, preparing itineraries, and gathering receipts for expense reports.
  
  

• Provide calendar, travel, and expense support to the CFO as capacity allows and in alignment with President's Office priorities, while the CFO retains overall ownership of their calendar.
  
  

• Support Board of Trustees operations by uploading materials to the OnBoard portal, maintaining current trustee and committee lists, and preparing printed packets, nameplates, table tents, and related Board meeting materials, and assisting the Meeting & Event Planner with simple logistics such as name tags and sign-in sheets as needed.
  
  

• Prepare letters and other written communications for the President's signature, route documents for signatures, and track written notes and donor acknowledgements; maintain President's stationery and related supplies.
  
  

• Schedule Zoom webinars and meetings from established templates, send invitations and reminders, confirm links and basic settings, and coordinate with others on technical or onsite support as needed.
  
  

• Assist with presidential events and briefings by monitoring relevant event calendars, placing or updating calendar holds as directed, gathering logistical details from event organizers, and organizing basic briefing materials using existing templates.
  
  

• Help maintain a welcoming and professional environment in the President's Office, Board Room, and Garden Room by greeting and directing visitors, managing conference room reservations, communicating room setup needs, and coordinating with Facilities and IT on routine technology and maintenance requests.
  
  

• Monitor and replenish office and food supplies for the President's Office and Board-related meetings; handle mail, shipping, and deliveries as needed.
  
  

• Update budget tracking worksheets with current transactions, pull basic reports from Finance, and process invoices, POs, contracts, and reimbursements for the President's Office and Board-related budgets; follow up on routine questions with Finance.
  
  

• Maintain organized electronic and hard-copy files in SharePoint/InSite, Google Drive, OnBoard, and other systems by uploading documents, applying naming conventions, and archiving outdated materials.
  
  

• Assist with updating internal process documents and the President's Office operations manual as practices evolve.
  
  

• Perform additional responsibilities as assigned to support the goals and operations of the Office of the President, Chief of Staff/EVP, and Board of Trustees.

Conditions of Employment

• Must achieve satisfactory results from a background check

Required Education and Experience

• Associate's degree or equivalent experience required

• 3+ years of administrative support experience, preferably in higher education, healthcare, nonprofit, or a corporate executive environment.
  
  

Required Knowledge, Skills, and Abilities

• Strong organizational skills with consistent attention to detail and follow-through.

• Ability to manage multiple tasks and deadlines in a fast-paced environment.

• Demonstrated professionalism, discretion, and commitment to confidentiality.

• Strong interpersonal skills and the ability to interact effectively with faculty, staff, students, trustees, and external partners.

• Good judgment in knowing when to handle matters independently and when to seek guidance.

• Proficiency with Google Workspace and willingness to learn systems such as OnBoard, Concur, and SharePoint classic and limited Microsoft Office.

• Clear written and verbal communication skills and professional email etiquette.

• Positive, service-oriented attitude and a collaborative mindset.
  
  

Preferred Qualifications

• Bachelor's degree preferred.
  

• Prior experience supporting senior leaders or an executive office.

• Experience working with boards, board portals, or governance-related processes.

• Familiarity with higher education environments and academic calendars.