Job Title: Senior Executive Assistant to the Dean and CEO

Reports to: Administrative Manager, Office of the Dean

FLSA Classification: Exempt

Location: Bentonville, Arkansas (On-site)

Date Reviewed: 05/16/2025

Who We Are

Founded in 2021, Alice L. Walton School of Medicine (AWSOM) is a nonprofit, four-year MD program that will enhance traditional medical education with the arts, humanities, and whole health principles. The school’s culture embraces self-care to empower students to care for their own well-being as well as their patients’. The school’s state-of-the-art medical education facility is under construction in Bentonville, Arkansas on the Crystal Bridges campus, home to Crystal Bridges Museum of American Art and Heartland Whole Health Institute. The school has been granted preliminary accreditation status by the Liaison Committee on Medical Education.

About The Position

The Senior Executive Assistant to the Dean and CEO provides high-level administrative and operational support to the Dean, acting as a strategic partner in managing priorities, coordinating communications, and ensuring smooth execution of executive-level tasks. This role manages calendaring, policy tracking, executive communications, and collaboration across the broader organizational ecosystem.  The Senior Executive Assistant serves as a critical liaison across departments and external stakeholders and ensures timely and effective execution of the Dean’s initiatives and commitments.  The role requires exceptional organizational skills, discretion, and the ability to navigate a dynamic and mission-driven environment.

The Senior Executive Assistant reports directly to the Administrative Manager, Office of the Dean, and works closely with the AWSOM team to achieve the goals of building the first medical school in the country based on the principles and practices of Whole Health.

Essential Duties and Responsibilities

Executive Support

• Manage a dynamic, high-volume calendar, ensuring alignment with strategic priorities.
• Coordinate and prepare for meetings, including agendas, briefing materials, and follow-up actions.
• Organize and support internal and external events, including logistics and materials preparation.
• Maintain accurate records, track departmental budgets, and process expense reimbursements.
• Support Board of Directors communications and coordinate meeting logistics.
• Attend and document monthly Dean’s Cabinet meetings.
• Lead or assist with special projects, reports, and presentations.
• Other Duties as assigned.

Communications

• Represent the Dean and CEO through telephone and personal contact.
• Draft complex and sensitive correspondence on behalf of the Dean and CEO, ensuring accurate messaging and tone. Oversee distribution of communications to appropriate audiences while always maintaining strict confidentiality and professionalism.
• Review content of incoming materials and data and brief the Dean and CEO regarding important issues or conflicts; prepare responses as necessary.

Travel

• Coordinate travel plans including transportation and accommodations, including airfare, train, rental cars, hotel, Airbnb, etc.
• Arrange and prepare detailed itineraries for domestic and international travel schedules, which may include both business and personal trips.
• Ensure that travel arrangements align with executive schedules, preferences, and organizational policies, while optimizing cost-efficiency and maintaining travel comfort.

Scheduling & Event Coordination:

• Manage high-volume calendar, prioritizing meetings and controlling the overall timetable of the Dean and CEO’s workflow; continuously review the schedule to build in appropriate time for breaks, travel, and pre-meeting preparation.

• Handle incoming requests promptly, aligning them with executive priorities, and adapt as necessary to accommodate rapidly changing circumstances.
• Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion.
• Organize events, coordinate logistics, prepare agendas and supporting materials, and provide on-site support as necessary.

Qualifications and Requirements

• Bachelor’s degree or 5–7 years of experience supporting senior executives or C-suite leaders.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Exceptional organizational, communication, and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced setting.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Valid driver’s license and ability to travel locally as needed.
• Flexibility to work evenings, weekends, and respond to urgent requests.
• Experience in medical school or higher education environments. (Preferred Qualification)
• Strong writing, proofreading, and presentation support skills. (Preferred Qualification)
• Experience with event planning and complex travel arrangements. (Preferred Qualification)

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands: In the work environment described, position requires sitting at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work Environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires interaction with both the public and internal team members in a professional and courteous manner. Some local travel will be required, and a flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Alice L. Walton School of Medicine is an equal opportunity employer. All qualified applicants will receive consideration for employment.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.