Executive Assistant

Department

BSD MIC - Department of Microbiology

About the Department

The Department of Microbiology in the Biological Sciences Division advances our understanding of microorganisms and their roles in health, disease, and the environment. Faculty and trainees investigate fundamental and translational questions spanning bacterial, viral, fungal, and parasitic biology; microbial pathogenesis; host–microbe interactions; microbiome science; antimicrobial resistance; and microbial genomics. Our work integrates molecular, cellular, and system-level approaches to uncover mechanisms that shape infectious and chronic diseases and to drive innovation in diagnostics, therapeutics, and public health.

Job Summary

The Executive Assistant provides confidential, high‑level administrative support to the Chair in the Department of Microbiology. This position serves as a primary point of contact and liaison for internal and external stakeholders; manages complex calendars and communications; and coordinates a wide range of academic, operational, and event‑related activities.

The role requires strong judgment, discretion, and independent decision‑making in resolving routine and complex inquiries; supporting faculty, trainees, and staff; and ensuring the efficient functioning of the Chair’s office and broader departmental operations. The Executive Assistant may coordinate faculty recruitment and promotion processes, departmental events, retreats, seminars, and visits from external collaborators, and will often lead or support special projects on behalf of department leadership.

Responsibilities

Executive & Administrative Support

• Serve as a first‑line resource and primary point of contact for the Chair’s office; welcome and support visitors; triage emails and telephone calls to ensure timely and appropriate follow‑up.
• Coordinate information flows from the Chair’s office to faculty, staff, trainees, and central administration; ensure timely communication of key decisions and departmental updates.
• Maintain discretion and confidentiality with respect to sensitive personnel, academic, research, and financial matters.
• Maintain electronic and paper filing systems, contact lists, and records to support efficient operations of the Chair’s office.
• Plan and coordinate domestic and international travel for the Chair, ensure alignment with University travel policies and budget guidelines, and submit reimbursements and reconcile expenses.

• Prepare special reports, summaries, and presentations for the Chair and department leadership using data from internal systems and external sources.

• Assist in planning and execution of faculty recruitment, appointment, promotion, and review processes in collaboration with the department administrator and BSD/University offices.
• Coordinate candidate visits (faculty, postdocs, staff), including travel, lodging, itineraries, interview schedules, and on‑campus logistics.

• Collaborate with OFPRO, Academic Affairs and HR to support faculty, postdoctoral and research staff recruitment and onboarding process.

• Coordinate visits of invited speakers, external collaborators, and special guests; serve as initial contact and manage logistics including travel, lodging, itineraries, and meeting schedules.
• Provide comprehensive event planning support and ensure smooth execution, process related reimbursements, honoraria, and vendor payments.

Communications & Web / Systems Support

• Support internal communication channels (email lists, newsletters, announcements) to promote departmental events, deadlines, and opportunities for faculty, trainees, and staff.
• Collaborate with BSD Communications and central offices on announcements, news items, and web content related to departmental achievements, grants, publications, and awards.

Project & Process Improvement

• Coordinate or support special projects and initiatives assigned by the Chair or administrator, such as strategic planning activities, program evaluations, or cross‑department collaborations; identify opportunities to streamline workflows and enhance efficiency and process improvement.
• Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader’s office to University. May staff Board of Directors meetings. Relieves leaders of administrat…