Brown University — Executive Assistant

Job Description:

This position is responsible for providing critical, high-level administrative support in the Office of the Dean in the Division of Biology and Medicine in a fast-paced, dynamic environment. The position serves as a central liaison between the Dean, associate deans, BioMed leadership, Biomed and clinical department chairs, center directors, advancement, the University, and external hospitals and partner agencies. This position directly supports the Dean of Medicine and Biological Sciences (Dean) and provides additional ad hoc support to other Deans, the Director of Administrative Operations and Special Projects and provides back-up support to the executive assistants in the Office of the Dean. The executive assistant is responsible for assisting the Dean with administrative functions; managing calendars and scheduling; coordinating meeting preparation, including gathering meeting materials; making travel arrangements; and assisting with special projects and events. The Executive Assistant will facilitate the flow of information in the Office of the Dean and be responsible for maintaining organizational processes to strengthen internal workflows and improve coordination.

The incumbent must maintain the strictest confidentiality while working collaboratively with colleagues to ensure accurate, proactive information sharing and appropriate transparency throughout the Division of Biology and Medicine. They also serve as a representative for the Office of the Dean to on- and off-campus constituents.


Education and Experience:

  • Bachelor’s Degree and 3-5 years of experience supporting executive level individuals in a professional office environment including maintenance of complex calendar and travel arrangements. Or, equivalent combination of education and experience.

Job Competencies:

  • Ability to interact effectively with a wide range of internal and external constituents and to develop and maintain effective working relationships with individuals and organizations reflecting a broad range of identities, perspectives and experiences.
  • Superb verbal, written, and interpersonal skills.
  • Elevated analytical, planning, and organizational skills and ability to prioritize and manage multiple responsibilities effectively while meeting time-sensitive deadlines.
  • Strong orientation towards customer service
  • Keen attention to detail and demonstrated editing and proofreading skills.
  • Ability to handle sensitive, confidential information in a professional, discreet and diplomatic manner.
  • Ability to exercise sound and independent judgment.
  • Excellent computer skills, including fluency with Microsoft Office suite and Google Workspace.
  • Proficiency with Zoom, WebEx, and other virtual video conference platforms.
  • Proven experience working efficiently and effectively in a fast-paced setting.
  • Exceptional customer service.
  • Demonstrated ability to support a community of diverse perspectives and cultures in an inclusive environment.
  • Anticipates the needs of the Dean and the Office of the Dean with minimal direction and supervision
  • Ability to accommodate a flexible work schedule and when necessary, sometimes extending before/beyond standard work hours
  • Experience in a university or not-for-profit environment is preferred.

Background and education check required.

Recruiting Start Date:

Job Posting Title:
Executive Assistant

Office of the Dean of Medicine & Biological Sciences

Grade 9

Worker Type:

Worker Sub-Type:

Time Type:
Full time

Scheduled Weekly Hours:

Position Classification:
Hybrid Eligible

Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Vaccination Requirements:
In order to maintain 90% or greater universal vaccination rates on campus, all newly hired employees at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. All employees must also receive a COVID-19 booster within thirty (30) days of becoming eligible. For more information, please visit the Healthy Brown site.

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EEO Statement:
Brown University is an E-Verify Employer.

As an EEO/AA employer, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.

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