Executive Assistant II - R104482 Location Louisville, KY (South Louisville area) : Department: HSC Finance and Admin Location: Health Sciences Center Time Type: Full time Worker Type: Regular Job Req ID: R104482 Minimum Requirements: Bachelor's degree in a related field and four (4) years of relevant experience or an equivalent combination of education and experience. Grade 7E Position Description: The Executive Assistant II to the VP Finance/CFO in the department of Health Science Center (HSC) Financial Affairs will provide comprehensive support to high-level executives within the organization. This position will oversee daily operational functions for HSC Financial Affairs office and provide other administrative support as needed. Essential Duties and Responsibilities Manage and schedule complex calendars for various executives, including plan departmental, internal team, and external meetings as required. Make travel arrangements and process reimbursements for executives, ensuring all expenses comply with company policies. Handle confidential information professionally, coordinate projects, and gather source material as needed. Prepare reports and correspondence to support the work of executives and provide assistance with research and information gathering for various projects and assignments. Offer daily operational support to the HSC Finance & Administration office, including oversee conference space scheduling, parking, and authorize access to equipment. Answer, screen, and route calls for executives, address queries and refer issues to appropriate individuals or offices. Act as a liaison for executives with internal and external stakeholders, facilitate communication and collaboration. Provide administrative support to the HSC Budget Director and offer backup support to other key positions as needed. Supervise and guide the work of support staff, including the Executive Assistant (Belknap) and Administrative Associate (HSC), to ensure smooth office operations and high-quality service. Preferred Qualifications At least 7 years of experience as an executive assistant to executive in a healthcare and/or higher education setting. Competencies Microsoft Office Proficiency: Skilled in using Microsoft Office suite for daily tasks and project execution. Project Management: Capable of planning, managing, and executing multiple projects concurrently.???? Proactive: Anticipates and addresses potential issues before they arise. Service Excellence: Provides prompt, informative, and pleasant service while educating and offering accurate information. Adaptability: Able to pivot directions when necessary for the benefit of the department or organization. Organization: Efficiently manages time and prioritizes tasks effectively. Critical Thinking: Analyzes issues and identifies suitable solutions. Work Ethic: Demonstrates motivation, diligence, and persistence, working at a fast pace to ensure efficiency. Interpersonal Skills: Builds strong relationships with colleagues, employees, and management through trust and clear communication. Teamwork: Collaborates effectively with others to achieve common goals and drive progress. Confidentiality: Maintains strict confidentiality with personal data, strategic plans, and internal communications, following data protection policies. Compensation will be commensurate to candidate experience. Equal Employment Opportunity The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team at or . Assistance and Accommodations Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208. If you require assistance or accommodation with our online application process, please contact us by email at or by phone .
