Executive Assistant, Office President

Job Summary

The Executive Administrative Assistant provides advanced administrative and operational support to the President and the Executive Vice President for Strategic Effectiveness under the direction of the Deputy Chief of Staff. The position is responsible for executing day‑to‑day administrative functions, coordinating schedules and meetings, preparing correspondence and materials, and supporting efficient office operations. This role requires a high level of professionalism, discretion, attention to detail, and the ability to manage multiple priorities in a fast‑paced executive environment while following established procedures and guidance.

• Provide administrative support to the President and EVP, including calendar management, scheduling, meeting coordination, and daily workflow support.
• Coordinate travel arrangements, itineraries, reimbursements, and related documentation in accordance with institutional policies.
• Prepare, format, edit, and distribute correspondence, memorandum, reports, agendas, and presentation materials.
• Track action items, follow up on requests, and ensure timely completion of assignments originating from executive offices.
• Serve as an administrative point of contact for the President’s Office and the Office of Strategic Effectiveness, routing inquiries and requests appropriately.
• Coordinate logistics for executive meetings, retreats, and events, including room scheduling, catering requests, technology coordination, materials preparation, and attendance tracking.
• Maintain organized electronic and physical filing systems for executive correspondence, meeting materials, and records, ensuring confidentiality and compliance with records‑management requirements.
• Process purchasing requests, invoices, travel authorizations, reimbursements, and other routine administrative transactions in collaboration with the Business Operations Analyst.
• Draft routine correspondence and communications on behalf of executive leadership using established formats, templates, and guidance.
• Coordinate the flow of information between executive leadership and internal departments to support efficient office operations.
• Handle sensitive and confidential information with discretion and professionalism.
• Assist with maintaining calendars, documentation, and deadlines related to executive initiatives.
• Assist in the mentoring and training of new administrative assistants within the division.

• Educational Requirements – Bachelor’s degree from an accredited college or university with a minimum of 3 years of senior leadership administrative support experience, or Associate’s degree with a minimum of 5 years of senior leadership administrative support.
• Other Required Qualifications – Enthusiasm for working in an area where changes are frequent, structure is evolving, and flexibility and teamwork are necessary.
• Required Experience – Experience supporting executive leadership in higher education or a complex organizational environment.
• Experience coordinating meetings, events, or board-related activities.

• Master’s degree from an accredited college or university and 1 year related experience.
• Knowledge of institution software and systems.
• Knowledge of institution and Board of Regents policies and procedures.
• Previous experience in an executive-level office serving as an administrative assistant.
• Proven administrative/organizational skills to manage a highly confidential and extremely busy executive office.
• Strong desire to use and encourage creative thinking to appropriately challenge current practices.
• Strong desire and enthusiasm for working in an area where changes are frequent, structure is evolving, and flexibility and teamwork are necessary.

• Knowledge – Knowledge of standard administrative and office management practices, procedures, and workflows in a professional executive environment; working knowledge of institutional policies, confidentiality requirements, records management, and administrative processes; familiarity with executive administrative operations and protocols.
• Skills – Strong organizational and time-management…