Executive Assistant

Larkin University is a private, non-profit educational institution currently comprised of the College of Biomedical Sciences, the College of Pharmacy and the School of Physician Assistant Program. Larkin University was created to support the education and health care needs of South Florida’s diverse communities. With a focus on small class sizes and individual attention from student-centered faculty and staff, the University has created an intellectual environment that promotes optimal learning.

Consistent with our mission and vision, Larkin University is partnering with Orlando College of Osteopathic Medicine (OCOM) to create the Larkin University School of Dental Medicine. Together, the school will deliver cutting-edge dental healthcare in the Orlando area. The university is situated on a beautiful, new campus in the Horizon West area, offering a unique working environment.

Orlando is one of the most visited cities in the world, known for tourism, major events, and various conventions. With its two largest theme parks, Walt Disney World Resort and Universal Orlando Resort, the city is also known for its major cultural sites and world-renowned nightlife in Downtown Orlando, making it the perfect place to call home for work and play.

Job Summary
The Executive Assistant will provide high-level support to the Dean of Larkin University College of Dentistry and key leaders within the Dean’s Executive Suite. Reporting directly to the Dean, this role is integral to ensuring the efficient management of the Dean’s schedule and the smooth operation of the office suite. The Executive Assistant will handle incoming communications, manage in-person visits, and direct inquiries appropriately.

We are looking for a highly motivated individual with strong interpersonal skills to join our team. The leadership of Larkin University and OCOM is supportive and accessible, often engaging with staff and fostering an inclusive environment where open communication is encouraged.

The Executive Assistant plays a crucial role in representing the Dean’s Executive Suite both internally and externally, ensuring that interactions reflect the highest standards of the College of Dentistry and Larkin University.

Job Description

Key Responsibilities:

• Office Management: Proactively oversee the daily operations of the Dean’s Executive Suite, ensuring efficiency and professionalism.
• Communication: Handle internal and external correspondence, including sensitive and confidential information, with the utmost discretion.
• Scheduling: Accurately manage the Dean’s calendar, scheduling meetings and maintaining both daily and long-term calendars with detailed notes for verification.
• Travel Coordination: Arrange complex local, national, and international travel, including transportation, accommodations, agendas, directions, and necessary materials.
• Document Preparation: Draft business correspondence, finalize PowerPoint presentations and prepare executive-level meeting minutes.
• Accreditation Support: Prepare and manage documentation related to accreditation processes.
• Office Maintenance: Order supplies and ensure the Dean’s Office is maintained in an orderly and professional manner.
• Supervision: Recruit and supervise student workers, ensuring they are effectively integrated into office operations.
• Additional Duties: Perform other duties as assigned to support the Dean and the Executive Suite.

Key Skills and Qualifications:

• Work Ethic: Demonstrates a strong commitment to professionalism and integrity.
• Proactive Approach: Exhibits a high degree of initiative, anticipating the needs of the Dean and the Executive Suite.
• Project Management: Proven expertise in project coordination, execution, follow-through, and event planning.
• Collaboration: Ability to work collaboratively and professionally with all levels of Penn Dental Medicine, including students, staff, visitors, faculty, alumni, Board of Advisors, external clients, vendors, and international visitors.
• Representation: Acts as a role model for Penn Dental Medicine, embodying the mission, values, and goals of the University of Pennsylvania.
• Attention to Detail: High accuracy and meticulousness in all tasks.
• Deadline Management: Strong ability to track, monitor, and meet deadlines.
• System Proficiency: Quickly learns and navigates various University systems, databases, and programs.
• Software Skills: Proficient with Microsoft Office suite and various scheduling programs.
• Communication: Excellent communication and executive administrative support skills.
• Discretion: Proven ability to act with tact and maintain confidentiality.
• Problem-Solving: Strong analytical skills in complex, fast-paced environments.
• Collaboration: Effective in working with diverse colleagues, clients, and external organizations.
• Accountability: Committed to personal responsibility and delivering results.

Qualifications

• Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.

Job Location – City, State
Winter Garden, Orlando

EEO/AA Statement

Larkin University is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Larkin University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals