Executive Assistant

Executive Assistant

Description

University of Colorado Anschutz

Department:
Budget, Planning & Campus Strategy

Job Title:
Executive Assistant

Position #:  - Requisition #: 40931

Job Summary:

• 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.

• 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.

• 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.

• 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.

• 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.

• 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, including community and employee engagement events.
• Manage event timelines, registrations, catering, space reservations, and related logistics.

• Serve the unit in variety special projects and roles as assigned.

Hybrid

• Medical:
  Multiple plan options
• Dental:
  Multiple plan options
• Additional Insurance:
  Disability, Life, Vision
• Retirement 401(a) Plan:
  Employer contributes 10% of your gross pay
• Paid Time Off:
  Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 15/year
• Tuition Benefit:
  Employees have access to this benefit on all CU campuses
• ECO Pass:
  Reduced rate RTD Bus and light rail service

• Bachelor's degree from an accredited institution.
• Substitution: A combination of education and related technical/military/paraprofessional experience may be substituted for a bachelor's degree on a year for year basis.
• Five (5) years of high-level administrative and/or executive support experience.
• Experience supporting senior leaders, executives, or management-level staff.
• Experience coordinating calendars, meetings, travel, and administrative processes.

• Experience supporting executive-level leadership within higher education, healthcare, government, or similarly complex organizations.
• Experience working with university systems such as Concur, CU Marketplace and EMS, and the Microsoft Office Suite.
• Experience coordinating large meetings, events, or stakeholder engagements.
• Experience processing travel reimbursements and expense reports.
• Experience working with timekeeping, leave management, or administrative workflow systems.

• The successful candidate will be highly organized, proactive, professional, and service-oriented. They will…