Executive Assistant - Whole Health School

Job Title

Executive Assistant - Whole Health School

Job Description

Who We Are
Whole Health empowers and equips people to take charge of their physical, mental and spiritual well-being, and live their lives to the fullest. The goal of Whole Health School of Medicine and Health Sciences is to reimagine medical education in America by creating a pipeline of medical professionals trained in conventional medicine and Whole Health-a new approach to health that equips and empowers individuals to actively optimize their own mental, physical, and spiritual health and well-being in collaboration with an integrated team of healthcare providers. Together we will lead the transformation of healthcare and society to higher levels of artful and wholeful healing.

The Role
The primary duty of the Executive Assistant will be to provide high-level administrative, project, and operational support to the leadership team of whole health medical education in support of establishing a medical education program in Northwest Arkansas. This fast-paced position plays a key role in the success of the entire team.

You will serve as an all-around support resource to three members of the leadership team and provide overall office administration and program support, helping to ensure smooth and efficient operations.

Executive Support (90% of the time)
• Assist the leadership team in administrative activities related to the accreditation and implementation of a new medical school.
• Provide operational and administrative support including scheduling meetings, conference calls, maintaining calendars, arranging travel, coordinating correspondence and processing reimbursements and expenditures.
• Build and maintain strong relationships with internal team members and external stakeholders.
• Design and implement a system for timely and accurate information flow to and from the leadership team.
• Anticipate leadership team’s operational needs and respond adeptly to rapidly changing priorities.
• Track, monitor, and follow-up on projects and action items that stem from the leadership team under the supervision of the program coordinator, work closely with the program coordinator to receive regular updates on outstanding items.
• Participate and take notes in internal team meetings, tracking takeaways and follow up items.

Special Projects and Office Operations (10% of time)
• Manage special projects as assigned (examples: site visits from accrediting teams, assembling material for board meetings and assisting with team retreat operations and logistics).
• Manage in-office meetings, including room and equipment set up, material preparation, food and beverage ordering and set up; anticipate office needs, evaluate new office products, place orders, when necessary.

Personal attributes that support your success
• Ability to act as a trusted advisor to principals and colleagues while demonstrating expertise and integrity
• Helpful, a team player and who promotes a positive office culture
• Results oriented and exercises sound judgment
• A visionary who plans for the future with imagination and wisdom
• Approaches work with a high level of conscientiousness, thoughtfulness, and quality
• Relish the opportunity to support a growing organization and a dynamic team
• Cheerful demeanor is a must

The Whole Health School of Medicine and Health Sciences is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

Basic Qualifications

Requirements for the Role
• 3+ years full time professional experience providing senior-level support.
• Exceptional organizational skills.
• Excellent attention to detail.
• Project management skills that reflect the ability to perform and prioritize multiple tasks simultaneously and seamlessly, and follow-through consistently.
• A passionate commitment to goals, and the ability/willingness to adapt as those goals evolve.
• Strong technical skills, including knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Google Drive.
• Excellent written and oral communication skills under tight deadlines.
• Ability to build internal and external relationships.
• Strong judgment, intellectual agility, and flexibility about overall priorities and day-to-day tasks.

Preferred Qualifications
• 3+ years of experience in medical education at the medical school or residency level.