Executive Assistant

The Executive Assistant for the Executive Office works provides senior-level professional assistance for the Executive Office to include the President, Provost and Chief of Staff. The Executive Assistant oversees and maintains office operations and acts as a liaison and point of contact for the Executive Team. The Executive Assistant will work under minimal supervision, with latitude for the use of initiative and independent judgment and decision making.

The position requires independent management of work responsibilities and prioritization and requires a high level of confidentiality.

• Performs administrative duties including processing invoice payment requests, reimbursements, work orders and room use; taking and screening phone calls and messages; and ordering office supplies. Prepares general correspondence including memos, letters and e-mails. Updates directory information for multiple publications and digital files, including, but not limited to official faculty lists and intranet updates for the University.
• Manages multiple calendars, primarily the President’s calendar; schedules and organizes meetings, and coordinates arrangements for special departmental activities or events. Performs technical upkeep in software systems such as Maxient, Interfolio, and Ellucian.
• Participates in executive-level planning and implementation processes as assigned, which may encompass budgeting, policy review, project management, space planning, and staffing. Proactively identifies opportunities to improve administrative procedures, recommends solutions, and exercises evaluative judgment in implementing changes that enhance operational efficiency at the executive level

• Provides comprehensive administrative and strategic support for board-level operations, executive meetings, and high-level planning initiatives. Provides on-site assistance and facilitation of board meetings.
• Manages the full board meeting lifecycle, including conducting preparatory research, developing detailed agendas, recording and distributing accurate minutes to appropriate stakeholders, and delivering concise, thorough recaps to the relevant Vice President or Provost.
• Exercises sound judgment in prioritizing information and ensuring all follow-up items are communicated in a timely manner.
• Accompanies Vice Presidents/ Provost to assigned meetings to assist and support. Plans and leads meetings in the absence of a Vice Presidents.
• Conducts required research prior to meetings, prepares agendas, takes detailed minutes, send out minutes to appropriate team members, and provide the appropriate Vice President/ Provost detailed recap of the meeting as needed

• Coordinates assigned projects to include scheduling meetings as needed, organizing project details, and collecting and deciphering appropriate data. Monitors progress towards completion of assigned tasks. Ensures required reports are submitted in a timely manner

• Plans and coordinates special events as approved by the Executive Office. This involves serving as a liaison to all parties involved. Ensures all details of the event are covered to provide a successful outcome.
• Perform other related duties as assigned
• Other duties and functions as needed

• Bachelor’s degree or equivalent experience preferred.
• 3 to 5 years’ experience providing administrative support, preferably with 2 years in higher education.
• Advanced knowledge of MS Office Suite
• Demonstrates a willingness and ability to learn new software and technology tools as organizational needs evolve
• Strong organizational and problem resolution skills with ability to set priorities, independently develop a work schedule and work in a team atmosphere
• Ability to handle administrative issues, to analyze and solve work-related problems, and to assign and supervise the work of others
• Excellent customer service skills and ability to interact professionally within all levels of the organization
• Highly effective communications skills, both verbal and written
• Ability to maintain confidentiality and work with a…