Executive Assistant

Executive Assistant

University of Colorado Anschutz Department:
Budget, Planning & Campus Strategy

Job Title:

Executive Assistant Position #:  

– Requisition #: 40931

Job Summary:

The Executive Assistant provides high-level administrative and operational support to the Vice Chancellor of Budget, Planning and Campus Strategy/Deputy CFO. This position is responsible for managing executive scheduling and logistics, coordinating division-wide administrative activities, supporting the team's financial and business operations, and facilitating effective communication across campus stakeholders. This role serves as a trusted partner to the Vice Chancellor by anticipating needs, proactively resolving scheduling conflicts, coordinating meeting preparation, and ensuring efficient use of executive time.

In addition, this position will coordinate travel arrangements, expense processing, and other administrative operations on behalf of the Vice Chancellor. The position will provide support to leaders of the Budget, Planning and Campus Strategy (BPCS) team through coordination of meetings and events as needed. This position supports a highly visible and critical unit of the Anschutz Medical Campus.

Key Responsibilities:

Executive Calendar and Scheduling Management (35%) Manage and maintain the Vice Chancellor's Outlook calendar, including scheduling, prioritization, conflict resolution, and meeting logistics. Evaluate competing requests and coordinate scheduling to ensure efficient use of executive time. Schedule and coordinate meetings with internal and external stakeholders. Coordinate, prepare and distribute meeting materials, agendas, briefing documents, and supporting information as needed. Monitor upcoming commitments and proactively identify scheduling conflicts or logistical issues.

Coordinate conference room reservations, virtual meeting platforms, and related meeting arrangements. Division Leadership Support and Administrative Coordination (20%) Assist BPCS division leaders with scheduling and coordinating larger meetings, retreats, committees, and stakeholder engagements. Coordinate multi-party meetings involving campus leadership and administrative units. Serve as a central administrative resource for division-wide coordination of activities. Maintain calendars, timelines, and administrative records related to division initiatives.

Administrative Support (35%) Operational Support Assist with procurement and purchasing activities, including ordering and tracking of office supplies and related resources. Place orders using appropriate purchasing procedures, adhering to purchasing guidelines and requirements, and completing necessary paperwork. Serve as point of contact for access to The Junction (the BPCS team's shared landing space); space questions, IT coordinator, scheduling, etc. In partnership with the Central Administration Shared Services team, coordinate new employee onboarding processes.

Facilitate the separation process for resignations, retirements, and terminations. Travel and Expense Support Coordinate executive travel arrangements, including transportation, lodging, registration, and itineraries. Assist with conference registration and payments. Prepare and process travel reimbursements and expense reports in accordance with university policies and procedures. Monitor submission deadlines and maintain supporting documentation. Personnel and Administrative Tracking Support Serve as a delegate for timesheet review and approval processes on behalf of the Vice Chancellor.

Monitor and track time and leave reporting activities for the Vice Chancellor's direct reports. Follow up with employees and supervisors regarding outstanding approvals and deadlines. Maintain confidential personnel-related information in accordance with university policy. Event Planning and Team Engagement Coordinate division-wide meetings and events, including monthly BPCS all-hands meetings, employee appreciation activities, and team engagement programs. Assist with agenda development, meeting logistics, presentation preparation, and event communications.

Coordinate division participation in campus-sponsored activities,…