Executive Administrative Manager

The Executive Administrative Manager provides high-level administrative and project management support to a senior executive or administrative leader. The position manages complex calendars, communications, correspondence, and daily office operations while also leading the planning, coordination, and execution of special short- and long-term projects. The role serves as a key liaison between the executive and internal/external stakeholders, ensuring the timely flow of information, effective decision-making support, and operational continuity.

This position exercises a high level of professionalism, judgment, confidentiality, and organizational leadership.

Executive Support & Office Management

• Organizes and manages the day-to-day operations of the executive's activities, independently making administrative and operational decisions.
• Manages complex calendars; schedules, prioritizes, and adjusts commitments; coordinates meetings, travel, itineraries, and agendas.
• Screens, reviews, and prioritizes all incoming communications, correspondence, calls, and visitors. Determines required actions and initiates responses on behalf of the executive.
• Prepares, drafts, edits, and manages business and academic correspondence, emails, speeches, presentations, briefing materials, and confidential documents.
• Establishes and maintains office systems, procedures, digital filing structures, and recordkeeping processes.
• Monitors relevant publications or information sources and summarizes items of importance for the executive.

Communication & Stakeholder Liaison

• Facilitates communications between the executive, direct reports, internal units, students, faculty, external partners, and VIP visitors.
• Represents the executive through professional interactions, public relations, and stakeholder engagement.
• Ensures timely exchange of critical information across departments and provides guidance to staff preparing materials for executive review.

Project Management & Strategic Initiatives

• Manages all phases of special projects for the executive as required.
• Develops project plans, schedules, and operational frameworks. Tracks progress, identifies issues, and ensures timely completion of deliverables.
• Researches, gathers, organizes, and analyzes data for project use; develops procedures for data quality and management.
• Prepares project status reports, presentations, and recommendations.
• Acts as a key resource for project-related information and problem resolution.

Committee & Event Support

• Assists in the formation, coordination, and support of committees or task forces.
• Ensures committee deliverables, reports, and action items are completed and submitted on time.
• Plans and coordinates executive-hosted meetings and events, including logistics, materials, vendors, travel, and onsite support.

Compliance & Confidentiality

• Maintains strict confidentiality of sensitive information, personnel files, and administrative materials.
• Ensures compliance with university policies, applicable laws, mandated reporting requirements, and emergency response responsibilities.

Education

• Required:
  
  Bachelor's degree.
• Preferred:
  Master's degree in Communications, Business Administration, Public Administration, or related field.
• Combined experience/education as a substitute for minimum education.

Experience

• Required:
  • 7+ years supporting executive-level operations in higher education, government, or a similarly complex organization.
  • Experience managing complex calendars, communications, and confidential information.
  • Experience leading projects or administrative initiatives.
• Preferred:
  • 10+ years in an executive support, project management, or administrative leadership role.
  • Experience supervising staff or project teams.

Knowledge, Skills, & Abilities

• Exceptional professionalism, discretion, and judgment.
• Advanced organizational, analytical, and critical-thinking skills.
• Strong project management and problem-solving capabilities.
• Excellent written and verbal communication skills; ability to draft high-quality correspondence and presentations.
• High proficiency in Microsoft Office, Google Workspace, and project management tools; familiarity with Adobe…