Executive Assistant to Provost and Executive Vice President Academic Affairs

JOB SUMMARY

The Executive Assistant to the Provost and Executive Vice President for Academic Affairs is a central member of the Office of the Provost's administrative support team. Reporting to the Chief of Staff to the Provost, with day‑to‑day direction from both the Provost and the Chief of Staff, the Executive Assistant independently coordinates a wide range of complex, confidential, and high‑visibility administrative functions.

The successful candidate will demonstrate exceptional organization, judgement, tact, and the ability to manage shifting priorities in a fast‑paced executive environment. This position also provides administrative support for designated senior leaders within the division and serves as a primary point of contact for administrators, faculty, staff, students, and external partners seeking information from the Provost's Office.

This is a confidential staff position that requires discretion, sound judgement, and a high level of professionalism.

• Manages and coordinates all aspects of the Provost's schedule, including routine and complex commitments; prepares meeting materials and talking points; tracks action items; and ensures timely follow‑up.
• Provides scheduling support for other leaders within the Provost's Office as assigned.
• Develops, edits, and disseminates correspondence and documents on behalf of the Provost and Chief of Staff.
• Makes and coordinates travel arrangements, prepares travel authorizations, processes reimbursements, and completes associated documentation for the Provost and designated senior leaders.
• Reviews, routes, and prioritizes incoming correspondence; identifies issues requiring immediate attention; and ensures timely communication with campus partners.
• Maintains a strong working knowledge of University policies and procedures and implements them in daily operations; ensures all actions, communications, and administrative processes comply with institutional requirements and established governance structures.

• Contributes to project management efforts for initiatives led by the Provost's Office, including setting timelines, monitoring progress, and coordinating resources to support unit priorities.
• Assists with the development and refinement of division procedures and operational practices to improve efficiency, consistency, and service to campus partners.
• Maintains the Office of the Provost's procedural records, documentation, and shared repositories in both physical and digital formats. May compile and prepare data for decision‑making.
• Provides reception and general administrative support, including supervising and training student employees, greeting visitors, maintaining public areas, and monitoring office supplies.

• Serves as a principal source of information for the Office of the Provost, providing accurate and diplomatic communication to administrators, faculty, staff, students, and external partners.
• Triages inquiries from students, families, and faculty; resolves concerns when appropriate; and escalates issues requiring senior leadership attention.
• Drafts, edits, and disseminates communications on behalf of the Provost and Chief of Staff; assists with management of the office's routine correspondence and web content.

• Coordinates logistics and programming for events, programs, committees, and strategic initiatives overseen by the Provost and Chief of Staff, including but not limited to executive searches, academic reviews, advisory committees, University ceremonies and recognition activities.
• Schedules and coordinates meetings; prepares agendas; attends meetings; and drafts or distributes notes as required.
• Arranges in‑person and virtual events involving professional staff, faculty, students, and external guests.

• Bachelor's degree.
• Three to five years' professional experience in higher education administration or a related administrative capacity.
• Proven business acumen commensurate with the needs of an executive office, including the ability to work independently, exercise sound judgement to…