Executive Assistant III

Executive Assistant

III MUSC

• 3.

6 Charleston, SC Job Details Full-time 1 day ago Qualifications Meeting minutes Employee onboarding Record keeping Purchase orders Report writing Recruitment process management Vendor management Expense management Filing Executive administrative support Event vendor coordination Customer inquiry handling Invoice payment processing Project management Bachelor's degree Recruiting Organizational skills Contracts Managing executive calendars Senior level Training Onboarding process management Travel scheduling Communication skills Hospital experience Editing Workday Full Job Description

R-0000060888

Charleston, South Carolina Executive Assistant Business Operations Full Time Hospital Authority (MUHA) Job Description Summary The Executive Assistant III provides advanced administrative, operational, and executive support to senior leadership within the Office of Communications and Marketing. This position supports the OCM leadership, including executive leadership, and exercises independent judgment in managing complex schedules, confidential matters, executive communications, and departmental priorities. The role functions as a primary administrative and communications hub for OCM, supporting operations, human resources coordination, financial and contract administration, and enterprise-wide engagement. The Executive Assistant III operates with a high degree of discretion, autonomy and proactive thought. Entity Medical University Hospital Authority (MUHA) Worker Type Employee Worker Sub-Type Regular Cost Center

CC005227 SYS

• Communications and Marketing Officer Administration Pay Rate Type Salary Pay Grade Health-28 Scheduled Weekly Hours 40 Work Shift Job Description The Executive Assistant III performs senior-level administrative work requiring a quick understanding of departmental operations, MUSC enterprise policies, and executive protocols.

Responsibilities include calendar management, meeting coordination, correspondence, travel, document preparation, relationship management, and project coordination for executive leaders. This role interfaces regularly with MUSC leadership, the Board of Trustees, partners across the enterprise, and external stakeholders to ensure communications and activities are managed accurately, professionally, and in alignment with institutional policies. Principal Accountabilities 25%

• Executive & Administrative Support Establishes, manages, and prioritizes the Chief's complex calendar; evaluates and routes meeting requests using independent judgment.

Initiates meetings and coordinates agendas, materials, and participants for executive and enterprise engagements. Arranges and manages executive travel and meetings; prepares and submits expense reports in Workday. Maintains confidential executive files, records, and documentation. Coordinates with Finance and Budget Operations regarding service agreements, event agreements, contracts, invoicing, and payment logistics. Directs and manages special projects as assigned by the Chief. 20%

• Leadership Team Administrative Support Provides scheduling, meeting coordination, and follow-up support for the Deputy Chief and the Executive Director team.

Assists with leadership travel arrangements and expense report submissions. Coordinates leadership team meetings, retreats, and activities to ensure efficient execution. Facilitates communication and information flow between the Chief and leadership team members. 15%

• Communication & Relationship Management Receives, screens, and responds to incoming correspondence, calls, and visitors; resolves inquiries or refers matters as appropriate.

Composes, edits, and maintains correspondence, meeting minutes, presentation preparation, reports, and official communications. Manages administrative issues and inquiries requiring coordination across departments. Plans and coordinates OCM‑led events, including securing venues, catering, AV and event services, agendas, materials, and coordination with external speakers and guests. 20%

• Operational, Financial & Human Resources Support Supports recruitment and workforce administration activities, including job postings, Classification & Compensation review coordination, Labor Committee approvals, onboarding, offboarding, and reclassifications. 15%
• Professional Development & Departmental Operations Assists with planning departmental retreats, training events, and leadership development activities. Maintains administrative systems, documentation, and operational tools supporting departmental effectiveness, including office technology, environment, and supplies. 5%
• Other Duties as Assigned Qualifications Required Bachelor's degree or equivalent combination of education and progressively responsible administrative experience.

Demonstrated experience providing advanced administrative support to senior executive or C‑suite leadership. Proven ability to manage confidential information and sensitive communications. Strong organizational, written, and verbal communication skills. Proficiency with enterprise administrative, HR, scheduling, and financial systems. Preferred Experience in higher education, healthcare, or public-sector environments. Experience supporting multiple executives in a complex organization. Experience with Workday, Symplr, and enterprise financial systems. Assists with timekeeping administration, personnel actions, and departmental communications. Supports financial and administrative operations, including: Invoice and purchase order processing Vendor coordination and documentation Travel and reimbursement support Workday workforce and financial actions

Additional Job Description Education:

Bachelors Degree or equivalent

Work Experience:

2-4 years.

Physical Requirements Mobility & Posture Standing:

Continuous Sitting:

Continuous Walking:

Continuous Climbing stairs: Infrequent Working indoors: Continuous Working outdoors (temperature extremes): Infrequent Working from elevated areas: Frequent Working in confined/cramped spaces:

Frequent Kneeling:

Infrequent Bending at the waist: Continuous Twisting at the waist:

Frequent Squatting:

Frequent Manual Dexterity & Strength Pinching operations: Frequent Gross motor use (fingers/hands): Continuous Firm grasping (fingers/hands): Continuous Fine manipulation (fingers/hands): Continuous Reaching overhead: Frequent Reaching in all directions: Continuous Repetitive motion (hands/wrists/elbows/shoulders): Continuous Full use of both legs: Continuous Balance & coordination (lower extremities): Frequent Lifting & Force Requirements Lift/carry 50 lbs.

unassisted:

Infrequent Lift/lower 50 lbs. from floor to 36": Infrequent Lift up to 25 lbs.

overhead:

Infrequent Exert up to 50 lbs.

of force:

Frequent Examples:

Transfer 100 lb. non-ambulatory patient = 50 lbs. force Push 400 lb. patient in wheelchair on carpet = 20 lbs. force Push patient stretcher one-handed = 25 lbs. force Vision & Sensory Maintain corrected vision 20/40 (one or both eyes): Continuous Recognize objects (near/far): Continuous Color discrimination: Continuous Depth perception: Continuous Peripheral vision: Continuous Hearing acuity (with correction): Continuous Tactile sensory function: Continuous Gross motor with fine motor coordination:

Continuous Selected Positions:

Olfactory (smell) function: Continuous Respirator use qualification: Continuous Work Environment & Conditions Effective stress management: Continuous Rotating shifts: Frequent Overtime as required: Frequent Latex-safe environment: Continuous If you like working with energetic enthusiastic individuals, you will enjoy your career with us! The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need. Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees