Executive Assistant - USFTGP UMSA Clinical Operations

The Executive Assistant provides high‑level administrative support to the Sr. Vice President and executive leadership of USFTGP, ensuring efficient coordination of operations and strategic initiatives. This role performs advanced administrative and secretarial duties, manages executive correspondence, conducts research, processes administrative referrals, and supports public relations activities. The Executive Assistant develops, organizes, and oversees project and program procedures from initiation through completion and serves as a liaison between executive leadership, senior management, staff, and internal/external stakeholders. Additionally, this position supervises the daily operations of the USFTGP Administrative Office, handles sensitive and confidential information with discretion, and consistently upholds the mission, vision, and values of USFTGP.

Essential Functions 

• Provide comprehensive administrative support to the Sr. Vice President, including managing calendars, coordinating meetings, preparing correspondence, and handling executive requests. 
• Perform advanced secretarial duties such as drafting complex documents, preparing presentations, maintaining filing systems, and processing high‑level communications. 
• Conduct administrative duties including research, administrative referrals, public relations support, and preparation of executive materials. 
• Serve as liaison between the Sr. Vice President, senior leadership, staff, and external partners, ensuring timely and accurate communication and coordination. 
• Develop, implement, and manage procedures for assigned projects and programs, ensuring tasks progress smoothly from initiation through completion. 
• Supervise the daily operations of the USFTGP Administrative Office, ensuring efficient workflow, task delegation, and resource coordination. 
• Handle confidential and sensitive information with absolute discretion, adhering to all organizational policies and privacy standards. Prepare reports, summaries, and briefing materials for executive review; assist with collecting, organizing, and analyzing data for decision‑making. 
• Support executive‑level initiatives, special projects, and organizational priorities as assigned by the Sr. Vice President or other senior leaders. 
• Represent the executive office professionally in all interactions, reflecting USFTGP’s mission, vision, and values while promoting a positive and collaborative work environment

Education

• Associate’s Degree Business Administration 
• Or Associate’s Degree Healthcare Administration 
• Or Associate’s Degree Communications 
• Or Associate’s Degree Related Field

Work Experience and Additional Information 

• Minimum seven (7) years of progressive administrative support experience. 
• Proficient in the use of MS Office, Word and Excel software.

Technical Knowledge, Skills, and Abilities 

• Expertise in managing complex schedules, preparing executive‑level correspondence, coordinating projects, and maintaining operational efficiency within an administrative office. 
• Ability to communicate clearly and professionally in verbal and written form; skilled in interacting with executive leadership, staff, and external stakeholders with discretion and diplomacy.
• Ability to handle sensitive information responsibly, maintain strict confidentiality, and exercise sound judgment in decision‑making and executive support functions. 
• Proficiency in developing, implementing, and tracking project procedures, ensuring deadlines and deliverables are met with accuracy and organization. 
• Skill in supervising daily office operations, supporting staff workflow, and coordinating tasks to maintain productivity and departmental alignment. 
• Ability to research information, prepare reports, analyze data, and provide well‑organized administrative referrals or recommendations to executive leadership.