Position Overview: The Executive Assistant reports directly to the COO of BioMADE and assists with an extensive range of confidential, complex, and sensitive executive, advisory, and administrative duties. This position facilitates the work of BioMADE, advising on and supporting high level administrative leadership matters, strategic initiatives and supporting the advancement of the Institute’s effectiveness. As an MII, this position involves navigating a significant level of management complexity and engagement with partners across industry, academia, and government to realize successful research and development.
50% Principal liaison for the CEO with internal and external constituencies
Act as the point of contact among executives, employees, clients and other external partners
Develop and maintain effective working relationships with internal and external organizations
Manage information flow to executive offices in a timely and accurate manner, ensure consistent messages and strategize around Institute plans and priorities
The executive assistant will also support other BioMADE leaders on an ad hoc basis or support strategic initiatives
Act independently and use sound judgment on behalf of the executive team as appropriate
40% Coordinate the work of the executive team
Populate and maintain the executive team’s work plan; complement their work in anticipating, initiating, coordinating, and facilitating needs
Manage executives’ calendars and set up meetings, make travel and accommodation arrangements,
Draft and edit, in collaboration with communications staff, strategic messaging for the MII; assist with facilitating communication across the membership organizations; develop high-level briefings and draft reports and correspondence on behalf of the leadership team.
Develop and format information for internal and external communication – memos, emails, presentations, reports, and take minutes during meetings
Collaborate with other administrative leaders on the fiscal, human resources, and technology requirements of the MII
Coordinate with relevant teams on key events and communications
10% Operations and support management
Ensure MII processes are documented and reviewed; identify opportunities for increased efficiency and streamlined operations
Develop and enhance strategies that integrate the operational capabilities of BioMADE in support of its overall efforts
May supervise and oversee the performance of other clerical support staff and provide leadership, direction, and professional development opportunities; collaborate with all areas of MII operations to help ensure cohesion of the daily operation
Required Qualifications: Bachelor’s degree plus at least four years of experience or a combination of education and experience to equal eight years Must have prior experience providing executive-suite level support Demonstration of sound judgment, discretion and confidentiality Ability to develop, implement and interpret policies and procedures Excellent organizational, conflict resolution and problem-solving skills Strong research, writing and presentation skills and the ability to communicate sensitive information diplomatically to constituents at all levels Capacity to work collaboratively with a wide variety of stakeholders in a dynamic environment and to lead diverse, inter-departmental initiatives and manage and prioritize complex projects Ability to build and maintain positive working partnerships and garner support from a variety of constituents to ensure people and departments work together smoothly Solid technical competence with spreadsheet, presentation and word processing programs.
Preferred Qualifications: Minimum of 5 years of increasing responsibility in academic administration, government or comparable setting and/or the equivalent combination of education and experience
Internal Number: 338250
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.