Executive Administration Manager ID - 16274
Job Summary
This position is responsible for providing high-level administrative and executive management to the Chief Executive Officer (CEO) of the Huntsman Mental Health Institute and the Chair of the Department of Psychiatry. The Executive Administration Manager provides direct, one-on-one support and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and Chair. This role requires excellent judgment, discretion, and professionalism, with the ability to manage a wide range of responsibilities in a fast-paced environment.
The ideal individual will have strong written and verbal communication skills, exceptional organizational abilities, and the capacity to balance multiple priorities. The Executive Administration Manager must be able to work independently on tasks and projects from conception to completion and handle sensitive information with a high degree of confidentiality.
This position reports directly to the Chief of Staff.
Responsibilities
- Responsible for scheduling and managing executive's complex and extremely active calendar
- Plans, coordinates and ensures the executive's schedules are followed and respected
- Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive's
- Communicates directly, and on behalf of the executive's, with faculty, staff, donors, foundations, and others, on matters related to executive's programmatic initiatives
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive's, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
- Provides a bridge for smooth communication between the executive's office and internal departments, demonstrating leadership to maintain credibility, trust and support with faculty and staff
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, presentations, and other tasks that facilitate the executive's ability to be effective
- Responsible for assisting the Chief of Staff as needed
- Event planning and management
- Purchase office supplies, meals, and pay invoices
- Responsible for arranging and booking travel and reimbursing travel through the Concur Travel System
- Coordinates meetings and planning sessions and prepares agendas as needed
- Manages and prioritizes competing demands to ensure the executive's time is used effectively
- Handles sensitive, confidential information with discretion and professionalism
- Demonstrates the ability to think several steps ahead by identifying potential risks, challenges, or barriers before they arise
- Creates a welcoming and approachable presence that encourages open communication and teamwork
- Demonstrates a positive and approachable demeanor, fostering productive and respectful working relationships with colleagues, clients, and stakeholders
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Minimum Qualifications
Bachelor's degree in a related area or equivalency (one year of education can be substituted for two years of related work experience). Four to six years of progressively more responsible management experience. Background knowledge of hiring department's area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department.
Completion of provided supervisory training within one year of employment may be required.
Master's degree in a related area may be preferred.
This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers, and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Preference will be given to candidates who have experience working in an academic setting and to those who have experience working with C-Suite executives.
Special Instructions
Requisition Number: PRN41955B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday – Friday, 8 am – 5 pm
Department: 00863 - Psychiatry - Administration
Location: Campus
Pay Rate Range: $69,000.00 - $84,249.00
Close Date: 8/19/2025
Open Until Filled
To apply, visit https://utah.peopleadmin.com/postings/182762
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