Executive Assistant III

The Executive Assistant III performs senior-level administrative work requiring an 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. 

In addition to executive and departmental support responsibilities, this position provides administrative and operational support for MUSC's enterprise events, including construction milestones and other high-profile institutional engagements. Responsibilities include coordinating logistics and executing on event planning project plans. The teammate will also support administrative execution of our sponsorships with external organizations.  

Principal Accountabilities 

50% – Event and Sponsorship Administrative and Operational Support 

• Provides administrative and operational support for MUSC-hosted construction events, groundbreaking ceremonies, ribbon cuttings, donor recognition events, and other enterprise events. 

• Coordinates event logistics, including venue reservations, catering, audiovisual services, signage, supplies, parking arrangements, attendee tracking, and day-of-event administrative support. 

• Assists with the development and maintenance of event timelines, task lists, run-of-show documents, guest lists, invitations, RSVPs, and event materials. 

• Maintains sponsorship records, agreements, invoices, payment documentation, benefit tracking, and related administrative files. 

• Coordinates administrative processes associated with sponsorship requests, approvals, contract routing, renewals, reporting, and documentation. 

30% – Chief and Executive Administrative Support 

• Establishes, manages, and prioritizes the Chief’s complex calendar; evaluates and routes meeting requests using independent judgment. 

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

• Assists with leadership travel arrangements and expense report submissions. 

• Coordinates leadership team and departmental meetings, retreats, and activities to ensure efficient execution. 

• 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. 

• Directs and manages special projects as assigned by the Chief. 

15% – Departmental Support 

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

• Manages administrative issues and inquiries requiring coordination across departments. 

• Supports recruitment and workforce administration activities, including job postings, Classification & Compensation review coordination, Labor Committee approvals, onboarding, offboarding, and reclassifications. 

• Assists with timekeeping administration, personnel actions, and departmental communications. 

• Plans and coordinates OCM‑led events, including securing venues, catering, AV and event services, agendas, materials, and coordination with external speakers and guests. 

• Manages supply orders for the department and office. 

5% – Other Duties as Assigned 

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