Executive Assistant - Memphis, TN at Meharry Medical College in Nashville, Tennessee

Job Description:

This position will report to the Assistant Vice President (AVP) and Site Director of Memphis Programs. The ideal candidate will be a liaison and project manager for various annual assignments and projects that align with our mission, and will positively impact urban/underserved communities. Other administrative duties will include coordinating the AVP's calendar and schedule, serving as a delegate for Adjunct Faculty (AF) applications and appointment updates, as well as the point of contact for the institution and external partners. This position will be located in Memphis, Tennessee and will require rare travel to Nashville.



Daily Operations

• Provide administrative support for the AVP by monitoring and tracking inventory systems and outstanding requisitions and journal entries for grants, timely reconciliation of the corporate Amex card, processing reimbursements, coordinating the AVP's travel and submitting related documents, assisting with regularly scheduled reports, ordering office supplies, and assuring the office remains operational. Manage main phone line and disseminate messages, sort and distribute mail.

• Develop, implement and manage institutional and external projects and annual programs as assigned


• Assist with the development, implementation and maintenance of the Academic Office, administrative policies, procedures, methods and guidelines, Adjunct Faculty support protocols and Continuing Medical Education (CME) programs. Act as a liaison with administration, other departments, faculty, staff, students, residents and external partners, vendors and organizations and provides relevant assistance and responds to inquiries regarding Office policies, procedures and functions. Serve as ambassador for office guests and new employees. Serve as office liaison for IT, safety coordination and fire drill protocol. Ensure operation of equipment by maintaining maintenance agreements and inventories in offices, lounge space, conference room and classrooms. Serve as office liaison for property maintenance. Organize student orientation with the Pathway Director, Adjunct Faculty recruitment events and annual retreats, and other academic-related programs and projects, as assigned. Work in tandem with appropriate campus-based staff and administration.


• Assist AVP and Adjunct Faculty in producing grant applications and PowerPoint presentations. Provide administrative support to the Pathway Director.

• Possess extremely high attention to detail


• Ability to manage and complete time-sensitive tasks


• Must exhibit diplomacy, tact and exceptional verbal and written communication skills


• Possess analytical and time management skills


• Possess strong organizational and planning skills


• Proficient in Microsoft Office Suite and other relevant software programs


• Ability to safeguard confidential information


• Ability to work collaboratively with faculty, staff, residents and students.


• Ability to work in a hybrid (virtual and in-person) environment

• Master's degree or at least two years of relevant experience in an academic administration or leadership position required. Higher education experience preferred.