University Human Resources Executive Assistant

Position Details

Position Title: Executive Assistant

Job Title: University Human Resources Executive Assistant

Appointment Type: Professional Faculty

Job Location: Corvallis

Benefits Eligible: Full‑time, benefits eligible

Remote or Hybrid option: Yes

University Human Resources is seeking a full‑time (12‑month) professional faculty Executive Assistant who will provide a wide range of administrative support, record‑keeping, office management, event planning, and coordination in a confidential and highly complex environment. The role reports directly to the Chief Human Resources Officer (CHRO) and works closely with the UHR leadership team to execute the CHRO’s goals and priorities.

• 50% – Confidential Administrative Support to CHRO
  • Work preventatively to identify potential challenges and opportunities, establishing and maintaining a good relationship network across the university community.
  • Collaborate with the UHR Senior Leadership Team to create and implement plans to defuse crises and advise the CHRO on these issues.
  • Effectively organize and maintain a complex and demanding calendar for the CHRO, including scheduling meetings, addressing requests, and anticipating needs.
  • Provide executive administrative support to the CHRO, including coordination of committee meetings and meetings with senior university leadership.
  • Make logistical arrangements for meetings involving the CHRO, inviting appropriate individuals, assembling and distributing materials, and ensuring relevant information is available well in advance.
  • Draft meeting agendas and prepare/distribute meeting materials.
  • Anticipate executive needs proactively, controlling the flow of information and acting as the first contact to filter what reaches the CHRO.
  • Identify critical issues to bring to the CHRO’s attention.
  • Act as a liaison to stakeholders, executives, and the rest of the office as established by the CHRO.
  • Work effectively with a full range of university constituents.
  • Maintain working relationships with administrative and support services provided by other university departments.
  • Assist with onboarding new employees, coordinating system access, key assignments, procurement cards, etc.
  • Manage all aspects of travel, from pre‑travel arrangements for airfare, transportation, and lodging through post‑travel expense reimbursement.
  • Submit invoices for payment, track reconciliation, and monitor CHRO office expenses.
  • Manage day‑to‑day operational details for the CHRO office, identifying opportunities for efficiency and cost savings.
  • Assist in developing and enforcing office policies and procedures for streamlined and consistent operations.
  • Maintain strict confidentiality of all communications that relate to work on university personnel, finances, strategies, initiatives, and other sensitive issues.
  • Maintain signature authority and delegation letter management; determine required signatures or transaction approvals and direct individuals accordingly.
  • Leverage AI tools to streamline workflows and improve operations efficiency.
• 30% – Project Development and Management
  • Event planning for UHR events when requested.
  • Coordinate major projects and standing committees led by the CHRO, developing timelines, scheduling, agenda review, distribution of materials, and posting materials as appropriate.
  • Assist with creation of documents, tools, and templates.
  • Manage important and time‑sensitive short to long‑term projects as requested by the CHRO, tracking requests until completion.
  • Monitor project deadlines and follow up on action items with responsible parties.
  • Flag risks, bottlenecks, or delays for the CHRO.
  • Develop dashboards to summarize and communicate information.
  • Gather data, conduct background research, and compile reports used in decision making.
  • Draft briefs, summaries, and recommendations.
  • Assist with development and monitoring of the department’s budget to ensure fiscal accountability and alignment with organizational priorities.
• 15% – Communication & Relationship Management
  • Handle correspondence with partners and internal team members on behalf of the CHRO.
  • Facilitate communication between different departments and teams within the organization.
  • S…