Executive Assistant; Temporary Position

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Nova Southwestern University (NSU) was founded in 1964, and is a not-for-profit, independent university with a reputation for academic excellence and innovation. Nova Southwestern University offers competitive salaries, a comprehensive benefits package including tuition waiver, retirement plan, excellent medical and dental plans and much more. NSU cares about the health and welfare of its students, faculty, staff, and campus visitors and is a tobacco-free university.

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Exercises discretion, professionalism, and independent judgment in managing sensitive matters and complex administrative functions. Provides high-level administrative and operational support to ensure the effective management of the Office of Compliance and plays a key role in facilitating communication, coordinating initiatives, and supporting the university’s compliance program.

Job Category:Non-Exempt

Pay Basis:Hourly

Subject to Grant Funding?No

• 1. Provides administrative support to the Vice-President and performs administrative duties to ensure timely responses and quick turn-around times.
• 2. Manages and maintains the Vice President’s calendar, coordinates meetings, and arranges travel and event logistics.
• 3. Anticipates the Vice President’s needs and proactively prepares materials and information in advance of meetings and deadlines.
• 4. Serves as a primary point of contact for the Office of Compliance, maintaining a professional and service-oriented approach.
• 5. Greets visitors and determines whether they should be given access to specific individuals.
• 6. Coordinates agendas, materials, and minutes for committees and work groups supported by the Office of Compliance.
• 7. Represents the office with professionalism and discretion in all interactions and communications.
• 8. Maintains accurate and confidential records and filing systems consistent with university policies and regulatory requirements. Compiles and organizes documentation, develops and maintains electronic filing systems to ensure appropriate document retention.
• 9. Coordinates daily operations of the Office of Compliance to ensure efficiency and responsiveness. Assists in developing and maintaining office procedures and documentation to enhance operational effectiveness.
• 10. Processes invoices and purchase requests, monitors budgets, and reconciles expenses in accordance with university procedures.
• 11. Supports departmental hiring, onboarding, and training of staff and student workers as needed.
• 12. Prioritizes and routes communications, responding to inquiries or drafting responses as appropriate. Responds to inquiries requiring in-depth understanding of work-area policies and procedures and resolves complex problems to ensure questions are accurately answered and issues resolved in a timely manner.
• 13. Prepares, edits, and proofreads correspondence, reports, presentations, and other materials. Composes and edits internal and external complex communications to ensure professional communications, including the preparation of meeting materials for Board of Trustee meetings.
• 14. Coordinates complex projects and communication materials; organizes high profile events, conferences, and meetings to ensure a professional outcome.
• 15. Maintains employee data integrity and confidentiality.
• 16. Learns to operate new office technologies as they are developed and implemented.
• 17. Provides administrative support for compliance projects, risk assessments, and audits.
• 18. Tracks timelines, deliverables, and follow-up actions for compliance initiatives and committee work.
• 19. Assists in preparing and distributing compliance reports, training materials, and policy communications.
• 20. Supports event planning for compliance-related workshops, meetings, and campus awareness activities.
• 21. Completes special projects as assigned.
• 22. Performs other duties as assigned or required.

• 1. Advanced knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint).
• 2. Administration and Management
  - Working knowledge of business and management principles involved in strategic planning, resource allocation, budgeting, human resources modeling, leadership technique, and/or coordination of people and…