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Job Description

Executive Assistant III

Overview

The Executive Assistant III provides high level administrative support to top level executives. S/He resolves complex administrative problems independently, manages all aspects of the executive?s offices, and performs standard, advanced, confidential administrative duties that require a broad understanding, experience, and knowledge of UAMS? policies and practice. This position also supports the UAMS Executive Search Group in itinerary building, ad placement, and concierge duties.
The University of Arkansas for Medical Sciences (UAMS) has a unique combination of education, research, and clinical programs that encourages and supports teamwork and diversity. We champion being a collaborative health care organization, focused on improving the health, health care, and well-being of Arkansans.

UAMS offers amazing benefits and perks:
  • Health: Medical, Dental and Vision plans available for staff and family
  • Holiday, Vacation and Sick Leave
  • Education discount for staff and dependents (undergraduate only)
  • Retirement: Up to 10% matched contribution from UAMS
  • Basic Life Insurance up to $50,000
  • Career Training and Educational Opportunities
  • Merchant Discounts
  • Concierge prescription delivery on the main campus when using UAMS pharmacy
Salary offered commensurate with experience.

Responsibilities

Administrative Support
  • Provides direction and prioritization standards for mail and appointments for staff.
  • Anticipates department needs and proactively brings together appropriate people and other resources to support them in addressing issues, maintain calendars and schedules, and coordinate activities.
  • Responsible for travel arrangements and itineraries.
  • Prepares agendas, executive summaries and other appropriate needs for meetings and presentations.
  • Develops presentations, conducts research, develops content, and creates effective presentation.
Executive Search Group Support - Candidate Experience
  • Arranges travel, hospitality, and itineraries for candidates and families.
  • Builds and maintains relationships with local vendors, including Realtors, hotel managers, and housing agents.
  • Connects executive candidates and their families with information on lifestyle options in central Arkansas.
  • Escorts candidates and families as needed throughout their stay.
  • Connects candidate partners with local interest groups and/or employment opportunities as requested.
Executive Search Group Support - Search Team
  • Supports the Executive Search Group team in creating ad plans and placing ads.
  • Works with Creative Services to create any supporting recruitment materials needed for each search.
  • Supports members of the search team as needed with process improvement and with advertising services to hiring authorities.
Faculty Center Support and Special Projects
  • Provides assistance to the Faculty Center office staff, faculty and to outside organizations as needed.
  • Acts as a liaison to other programs, departments, or agencies providing guidance and necessary correspondence.
  • Organizes, edits, and develops program/presentation materials, detailed handout materials, and maintains intricate tracking of projects, assignments and due dates for events and projects for the office.
  • Answers departmental phone, distributes departmental mail, maintains the department conference room calendar, assists visitors, and resolves problems.
May perform other duties as assigned.

Qualifications

Minimum Qualifications:
  • High School Diploma/GED PLUS at least seven (7) years of experience in an administrative role OR Bachelor's Degree in Business, Health Administration, Human Resources or related field PLUS three (3) years of experience in an administrative role
  • Intermediate proficiency in MS Office (Word, Excel, Outlook and PowerPoint)
  • Valid Arkansas driver's license
  • Reliable transportation with valid and current liability insurance and willingness to use for work travel (including transporting employees/clients/candidates)
Preferred Qualifications:
  • Executive assistant experience
  • Working knowledge of WordPress and project management systems
  • Experience in Social Media
  • SAP experience
Competencies:
  • Superb attention to detail
  • Experience coordinating complex business processes
  • Strong organizational, analytical, and planning skills
  • Comfort with taking initiative and making progress amid competing priorities and working in a fast-paced environment
  • Strong relationship-building skills, including excellent verbal and written communication skills
  • Positive, proactive approach to customer service, while maintaining a high degree of professionalism

UAMS is an Affirmative Action and Equal Opportunity Employer of individuals with disabilities and protected veterans and is committed to excellence.

Physical Requirements

Stand: Occasionally
Sit: Frequently
Walk: Frequently
Bend, crawl, crouch, kneel, stoop, or reach overhead: Occasionally
Lift, push, pull, carry weight: 10 lbs or less
Use hands to touch, handle, or feel: Frequently
Talk: Frequently
Hear: Continuously
Taste or smell: Never
Read, concentrate, think analytically: Continuously
Physical Environment: Inside Office Environment
Noise Level: Quiet
Visual Requirements: Far visual acuity, Near visual acuity
Hazards: None