Executive Assistant

Job Summary

The Executive Assistant (EA) serves as a strategic partner to the Assistant Vice Provost for Student Success and Senior Director of the Comprehensive Studies Program. This role goes beyond traditional administrative support and operates at the center of strategy, coordination, and execution across a complex and evolving portfolio. This role complements the work of project managers and program leads by ensuring alignment, visibility, and coordination across initiatives at the leadership level.

The EA plays a critical role in managing priorities, coordinating initiatives, and ensuring alignment across multiple stakeholders, including senior university leaders, faculty, and external partners. This position requires a high level of judgment, discretion, and initiative, as well as the ability to anticipate needs, bring structure to complexity, and ensure that work moves forward effectively.

As a key contributor in a fast-paced, collaborative environment, the EA supports the Assistant Vice Provost for Student Success and Senior Director of the Comprehensive Studies Program across student success initiatives, including cross-campus partnerships and LSA's First-Generation Pathways portfolio. This role is essential to ensuring that strategic priorities are translated into coordinated action. Therefore, this role is typically expected to be on-site four days per week with significant on-site presence aligned with leadership and operational needs.

The Executive Assistant serves as a strategic partner to the Assistant Vice Provost for Student Success and Senior Director of the Comprehensive Studies Program. In this role, the Executive Assistant helps manage priorities, drive coordination, and ensure strong execution across a complex and evolving portfolio that includes cross-campus student success efforts and LSA's First-Generation Pathways initiative.

This position operates at the intersection of strategy and execution, supporting leadership by aligning time, coordinating across multiple initiatives, and ensuring visibility and follow-through on key priorities. While individual initiatives may be led by project managers and program directors, this role helps maintain alignment across that work, ensuring the Assistant Vice Provost has clear visibility into progress, risks, and emerging priorities across the portfolio, without directly managing individual projects.

Responsibilities are carried out both independently and in close collaboration with campus partners, leadership colleagues, and administrative staff.

Strategic Calendar and Leadership Coordination (35-40%)

• Proactively manage a high-volume, frequently changing calendar involving internal and external meetings, events, and commitments across multiple priorities and stakeholder groups.
• Align calendar decisions with strategic priorities, identifying conflicts, opportunities, and gaps in leadership engagement.
• Make informed, real-time decisions regarding scheduling and prioritization, resolving conflicts efficiently and independently.
• Coordinate communication and follow-up across project managers, directors, and initiative leads to ensure alignment and clarity across the portfolio.
• Help synthesize updates from multiple initiatives into clear, concise summaries for leadership awareness and decision-making.
• Coordinate all logistical aspects of meetings and events, including room reservations, virtual platforms, technology needs, catering, agendas, briefing materials, and follow-up communications.
• Prepare the Assistant Vice Provost for meetings by organizing materials, clarifying purpose and outcomes, and ensuring timely reminders and preparation.
• Support executive meetings, all-staff meetings, cross-campus work groups, and special events through planning, logistics, documentation, and follow-through.
• Serve as a key point of contact for scheduling and coordination with senior leaders, faculty, staff, and external partners.
• Anticipate scheduling needs and adjust plans proactively to support changing priorities and emerging opportunities.

Executive Communications & Stakeholder Engagement (25-30%)

• Draft, edit, proofread, and finalize professional communications, including emails, memos, reports, presentations, and meeting summaries.
• Prepare briefing materials and background documents for meetings with senior leaders, faculty, staff, and external partners.
• Coordinate communications across campus partners to ensure clarity, consistency, and timely follow-up.
• Manage confidential and sensitive information with professionalism, discretion, and sound judgment.
• Support stakeholder engagement, including preparation for meetings, coordination of logistics, and tracking follow-up actions.
• Clearly and effectively communicate information to individuals from diverse roles and backgrounds, fostering strong working relationships.
• Maintain organized records, files, and materials related to leadership priorities and ongoing initiatives.

Travel and Expense Support (10-15%)

• Coordinate…