Executive Assistant

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The University of Maryland

Executive Assistant

Applications are invited for an Executive Assistant position at the Institute for Bioscience and Biotechnology Research (IBBR)/University of Maryland in Rockville, MD (IBBR, Shady Grove).

Position Summary: Enhances the Director’s effectiveness by providing information management support and has an understanding of the Institute’s goals and how they support its collaborators. The position serves as a point of contact between the IBBR Director’s, staff, faculty and other constituents with whom the Institute interacts and the leadership offices of UMD, UMB, and NIST. The Executive Assistant manages the Director’s complex schedules, meetings and business travel, develops systems and procedures for various administrative processes, and effectively supports the work of the Director’s office and IBBR.

Duties include:

  • Manages theIBBR Director’s complex calendars, prioritizing competing needs and anticipating upcoming scheduling requirements. Works with the Director to ensure that meetings are effective, e.g., identify participants, obtain needed information, and confirm attendees. Provide information to participants with sufficient lead time so that meetings are productive and summarize proceedings. Welcomes guests and visitors in person and on the phone. Assists and monitors the Director’s office functions and provides general support to visitors and guests.
  • Provides high level and complex administrative support to theIBBR Director’s including preparing and editing correspondence, communications, PowerPoint presentations, Adobe Illustrator and other documents. Completes and reconciles expense reports, interacts regularly with executive level University and government offices. Researches and retrieves information from files when needed. Establishes, develops, maintains and updates filing system for the IBBR Director and the Institute.
  • Supervises and trains Office Assistants to support the Director’s office operations and procedures, events and travel management, reviewing and approving office supply needs.
  • Manages other miscellaneous duties and special projects as required and assigned.

Minimum Qualifications: Bachelor’s degree or equivalent combination of relevant work experience. Experience: Required: Minimum of 5-10 years of executive level administrative support and event management, front-line customer service. Experience with accounting, word processing. Proficiency with MS Office, advanced knowledge and experience with PowerPoint and Adobe Illustrator‎.

Knowledge, Skills, and Abilities: 
Excellent organizational, verbal and written communication skills and attention to detail. Must possess sound judgment, tact, and diplomacy in dealing with a variety of personalities and constituencies internally and across University campuses in a changing department and office environment. A demonstrated ability to remain flexible, calm, and productive in a fast paced professional environment. Advanced computer skills and demonstrated experience with office software and calendar and email applications. Demonstrated success taking initiative and ownership as well as following through and completing projects. Must possess excellent customer service and interpersonal skills with the ability to prioritize and multi-task a heavy workload delegating work to others as needed. Ability to routinely and independently exercise sound judgment in making decisions to complex situations and problems.

Preferences: Experience with Adobe Creative Suite preferred.

Salary: Commensurate with qualifications.

Applications: Applicants should send cover letter, resume and names/contact information of three references to: https://ejobs.umd.edu/postings/50884


Closing Date: Review of candidates will begin 04/27/2017 and continue until the position is filled.

The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.