Executive Assistant, Vice Chancellor for Student Affairs

Hiring Department

Student Affairs Office of the Vice Chancellor

Job Description

Summary

The Executive Assistant plays a vital role in advancing the mission of Student Affairs by serving as a strategic partner to the Dean of Students and providing executive-level support to the Directors of Human Resources, Marketing & Communications, Finance, and Assessment & Strategic Initiatives within the Vice Chancellor of Student Affairs' senior leadership team. This position requires a proactive, highly organized professional who thrives in a fast-paced environment, anticipates leadership needs, manages complex administrative and project priorities, and builds strong relationships across the university.

Through exceptional customer service, discretion, sound judgment, and attention to detail, the Executive Assistant helps ensure the seamless operation of the leadership team while contributing to initiatives that enhance the student experience and support the division's strategic priorities.

Essential Functions

Executive Communications & Documentation

* Serve as a trusted communication partner for the Dean of Students and Directors of Human Resources, Marketing & Communications, Finance, and Assessment & Strategic Initiatives by managing correspondence, communications, and information flow with professionalism, discretion, and sound judgment.

* Draft, proofread, edit, and distribute a variety of written communications, including executive correspondence, announcements, newsletters, presentations, reports, event materials, and time-sensitive communications. Ensure all materials are polished, accurate, and aligned with university branding and style standards.

* Collaborate with the Senior Executive Assistant to develop, edit, and maintain reports, handbooks, standard operating procedures, presentations, and other complex documents by synthesizing information from multiple sources into clear, concise, and actionable materials.

* Manage one or more departmental email resource accounts, prioritizing inquiries, responding independently when appropriate, and ensuring timely, professional communication with students, families, faculty, staff, and campus partners.

* Act as a primary point of contact for assigned senior leaders by screening phone calls, monitoring communications, routing requests, and exercising sound judgment when addressing sensitive or confidential matters.

* Prepare comprehensive meeting materials, agendas, briefing documents, and supporting resources; record attendance and meeting minutes; and ensure accurate documentation and timely follow-up on action items.

* Research, gather, compile, and verify information from a variety of sources to support executive decision-making, strategic planning, divisional initiatives, and reporting requirements.

* Develop and maintain organized electronic and physical records management systems that ensure efficient retrieval of information while safeguarding confidential and sensitive documents in accordance with university policies.

Calendar & Meeting Management

* Strategically manage complex calendars for the Dean of Students and Directors of Human Resources, Marketing & Communications, Finance, and Assessment & Strategic Initiatives by prioritizing competing demands, coordinating schedules, resolving conflicts, and ensuring leaders' time is aligned with divisional priorities.

* Anticipate leadership needs by proactively reviewing upcoming schedules, identifying potential conflicts, preparing briefing materials, and ensuring executives are fully equipped for meetings, events, and key engagements.

* Serve as a trusted partner in calendar planning by exercising sound judgment when scheduling appointments, balancing competing priorities, and making independent decisions regarding scheduling adjustments and requests.

* Coordinate all logistical aspects of meetings and events, including reserving facilities, securing technology and audiovisual equipment, arranging catering, preparing agendas and meeting materials, and ensuring seamless execution from planning through follow-up.

* Support executive meetings by tracking action items, monitoring deadlines, and facilitating timely follow-up to promote accountability and successful completion of strategic initiatives.

* Build and maintain collaborative relationships with internal and external stakeholders to coordinate schedules, facilitate communication, and ensure an exceptional experience for meeting participants and guests.

Executive Travel & Logistics

* Coordinate comprehensive domestic and international travel arrangements for the Dean of Students, Directors, staff, and invited guests, including airfare, lodging, ground transportation, conference registrations, and other travel-related logistics while ensuring compliance with university policies and budget guidelines.

* Develop detailed travel itineraries that include schedules, meeting information, confirmations, directions, maps, and other essential travel resources to ensure a seamless travel…