Executive Assistant

Job Title

Reporting to the Vice President & Secretary and Assistant Vice President & Secretary, this position provides high-level administrative, operational, and professional support to the Office and the Board of Regents.

The role serves as a key administrator in a dynamic, service-focused, and team-oriented environment, supporting the work of office leadership and contributing to the effective functioning of the broader team.

• Proactively manage calendars, meetings, and contacts for the Vice President & Secretary and Assistant Vice President & Secretary, exercising sound judgment, discretion, and confidentiality.
• Provide administrative support to the Office of the Vice President & Secretary, assisting team members with office communications, records, meeting preparation, and special projects as needed.
• Serve as a professional and service-oriented team member for internal and external stakeholders, including members of the Board of Regents, executive leadership, faculty, staff, students, alumni, community members, and the public.
• Communicate clearly, accurately, and professionally on behalf of the Office, using strong written and verbal communication skills and adapting style and tone appropriately for the audience and situation.
• Prepare, proofread, edit, and distribute written and electronic communications and official records, including Regents' Proceedings, Board meeting minutes, emeriti certificates, memoirs and memorials, retirement correspondence, condolence letters, and other materials.
• Use Microsoft Office, Google Workspace, Board Effect, Zoom, university systems, and other technology platforms effectively to support administrative operations, document preparation, meeting coordination, collaboration, workflow management, and recordkeeping.
• Support planning and execution of Board of Regents meetings, retreats, and related activities, including logistics, materials, communications, scheduling, and coordination with university partners.
• Work closely with the Associate and Assistant Secretaries and other team members to proof, organize, and coordinate Board of Regents meeting materials, ensuring accuracy, consistency, confidentiality, and timely completion.
• Manage travel arrangements for the Vice President & Secretary when traveling on behalf of the university, using judgment to anticipate needs, resolve issues, and ensure smooth logistics.
• Reconcile expense transactions and process travel and expense reimbursements using university systems, ensuring compliance with university policies and procedures.
• Apply critical thinking and independent judgment to identify issues, assess priorities, solve problems, recommend improvements, and support effective decision-making within the Office.
• Handle highly sensitive and confidential information with discretion, professionalism, and alignment with office and university standards.
• Contribute to a collaborative, team-oriented office culture by providing flexible support, sharing information appropriately, anticipating needs, and helping ensure continuity of office operations.
• Demonstrate a strong service orientation by responding promptly, professionally, and thoughtfully to requests, questions, and stakeholder needs.
• Support continuous improvement by identifying opportunities to enhance administrative processes, improve use of technology, streamline workflows, and strengthen office effectiveness.
• Maintain flexibility to occasionally work evenings or weekends in support of Board meetings, events, or other office priorities.

• A minimum of seven years of relevant high-level administrative experience, preferably in a higher education, executive office, governance, or business environment; equivalent education or experience will be considered.
• Bachelor's degree preferred.
• Exceptional written and verbal communication skills, with strong attention to detail, accuracy proofreading, and follow-through.
• Demonstrated ability to manage multiple priorities, deadlines, and complex administrative tasks in a fast-paced, service-oriented environment.
• Strong critical thinking, problem-solving, and decision-making skills, including the ability to assess situations, exercise sound judgment, anticipate needs, and determine appropriate next steps.
• Excellent interpersonal skills, with demonstrated initiative, professionalism, responsiveness, and consistent follow-through.
• Proven ability to interact with others in a friendly, open, tactful, and professional manner, including individuals at all levels of the university and external community.
• High degree of personal integrity, discretion, and ability to handle confidential and sensitive information appropriately.
• Strong proficiency with technology, including Microsoft Word, Excel, PowerPoint, Google Workspace, virtual meeting platforms such as Zoom, and the ability to learn and effectively use university systems and specialized platforms such as Board Effect.
• Ability to use technology to improve efficiency, manage…