Executive Assistant at Brown University

Job description

Job Description: This position is responsible for providing critical, high level administrative support to the Vice President for Clinical Affairs and Strategy and Chief Operating Officer in a fast paced and ever-changing environment. Manage the Vice President for Clinical Affairs and Strategy and Chief Operating Officer’s complex calendar and scheduling, coordinate meeting preparations and travel arrangements, create PowerPoint presentations, edit and write correspondence, participate with special projects, answer and place phone calls, as needed. Timely ongoing management of the electronic and paper file system. Proactively and perceptively organize the Vice President for Clinical Affairs and Strategy and Chief Operating Officer’s schedule and calendar often involving highly sensitive/confidential matters. Serves as the first point of contact for the Vice President for Clinical Affairs and Strategy and Chief Operating Officer. Also processes and tracks financial transactions within the Office of the Dean of Medicine including account reconciliations, check requests, interdepartmental invoices, professional service agreements, expense reports. This position will provide ad-hoc support for the Senior Associate Dean for Clinical Leadership and External Affairs and is a collaborative member of the Dean’s administrative support team and will lend assistance and coverage as needed. Job Qualifications Education and Experience: Bachelor’s degree and 1-2 years of progressively responsible experience in executive support, office operations, financial coordination, or program administration required. Senior-level executive administrative support experience preferred. Experience in a university or academic medical center setting preferred. Experience supporting programs, events, or multi-stakeholder initiatives preferred. And/or equivalent combination of education and experience. Job Competencies: Demonstrated ability to exercise sound judgment, discretion, and professionalism in handling sensitive and confidential matters in a fast-paced, complex environment. Strong organizational, planning, and time management skills, with the ability to manage competing priorities and ensure timely follow-through across multiple workstreams. Excellent written and verbal communication skills, with the ability to interact effectively with a diverse population of students, trainees, faculty, staff, and external stakeholders. Proven ability to coordinate and manage complex administrative workflows, including scheduling, communications, and program or event logistics across multiple stakeholders. Ability to identify issues, anticipate needs, and proactively escalate or resolve operational challenges with minimal supervision. Demonstrated proficiency in Microsoft Office Suite and Google Workspace; ability to learn and effectively use enterprise systems such as Workday. Experience with virtual meeting platforms (e.g., Zoom, WebEx) and supporting hybrid meeting and event environments. CRIMINAL BACKGROUND CHECK AND EDUCATION VERIFICATION REQUIRED. Benefits of Working at Brown: Please review additional information on the Benefits of Working at Brown . Recruiting Start Date: 2026-10-16 Job Posting Title: Executive Assistant Department: Office of the Dean of Medicine & Biological Sciences Grade: Grade 8 Worker Type: Employee Worker Sub-Type : Regular Time Type: Full time Scheduled Weekly Hours: 37.5 Position Work Location: Hybrid Submission Guidelines: The designated Position Work Location for each position determines the approved modality of work. Positions are classified based on the operational and business needs of the department and may be designated as on-site, hybrid, or remote. Employees with a designated position work location as remote must reside and perform their work in a state where Brown University is registered to do business. Brown University is a registered employer in the following states: Rhode Island, California, Colorado, Connecticut, Flori