Executive Administrative Assistant

Apply now Job no: 495296.
Work type: Staff Full-time.
Location: UMBC Campus.
Categories: Administrative/Professional, Administrative/Clerical Support.

Office of the Vice President for Student Affairs

The successful candidate will be a proactive, solutions-oriented professional who demonstrates an ownership mindset and takes initiative to anticipate needs, solve problems, and drive work forward with minimal direction. This individual is highly organized, resourceful, and committed to delivering exceptional support while maintaining a high level of professionalism and accountability.

Candidates should possess a growth mindset and be eager to continuously learn, develop new skills, and embrace opportunities for professional growth. The ideal candidate welcomes feedback, adapts to changing priorities, and seeks innovative ways to improve processes and enhance effectiveness.

While this role serves in a support capacity, it also provides meaningful opportunities to demonstrate leadership. We are seeking someone who can build strong relationships, influence outcomes, exercise sound judgment, and serve as a trusted partner to senior leaders and colleagues across the organization.

UMBC offers competitive compensation. This role starts at $26.22 per hour and has 14 days of vacation as well as winter break, spring break, and personal days for regular full time roles. Tuition remission is also available. A hybrid telework schedule may be available.

• Provide executive-level administrative support to the Associate Vice President/Chief of Staff within the Office of the Vice President for Student Affairs.
• Manage complex calendars, schedule appointments and meetings, coordinate logistics, and ensure executives are fully prepared for engagements.
• Exercise sound judgment and discretion in handling confidential, sensitive, and complex information.
• Plan and coordinate special events, retreats, leadership meetings, campus programs, interviews, and other divisional initiatives.
• Manage travel arrangements, travel authorizations, reimbursements, and related documentation in accordance with university policies and procedures.
• Supervise, train, and provide guidance to office support staff (student workers) while fostering a collaborative and service-oriented work environment.
• Coordinate procurement and financial administrative functions, including purchasing, expense reconciliation, inventory management, and departmental card administration.
• Collaborate with divisional Executive Assistant Team to coordinate operations, share resources, and provide seamless support across the Division of Student Affairs.
• Provide backup support to senior leadership and perform other duties as assigned to ensure continuity of office operations.

• High school diploma or GED and four (4) years of administrative support experience.

Note:

Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, Webex, Box, and other office productivity software.
• Excellent written communication skills, including the ability to draft, edit, proofread, and format professional correspondence, reports, and presentations.
• Exceptional organizational and time-management skills with the ability to prioritize multiple assignments, manage competing deadlines, and work independently with minimal supervision.
• Strong interpersonal and customer service skills with the ability to effectively interact with senior leaders, faculty, staff, students, families, and external stakeholders.
• Demonstrated ability to exercise initiative, solve problems, and manage complex projects and assignments from inception to completion.
• Excellent verbal communication and presentation skills with the ability to communicate clearly and professionally with diverse audiences.
• Demonstrated commitment to…