Executive Assistant to the Provost

The executive assistant to the Provost serves as a senior administrative partner in the Office of Academic Affairs, providing comprehensive executive support while managing academic operations, coordinating strategic initiatives and facilitating institution-wide academic workflows. While primarily aligned with Academic Affairs, the executive assistant may also provide coordination and support to other divisions as needed to ensure institutional continuity and effective service.

This role extends beyond traditional executive assistant functions, encompassing faculty lifecycle management, academic space planning, process digitization and interdepartmental coordination. The executive assistant acts as a trusted advisor to the Provost, supervises the Academic Affairs administrative assistant and serves as a strategic liaison across key university units.

• Manage high-level scheduling, executive correspondence and meeting preparation with discretion and sound judgment.
• Coordinate agendas, materials and follow-up for Provost-led meetings and academic initiatives.
• Serve as a central communication point for Academic Affairs, facilitating timely and informed decision-making.
• Provide support to other senior leaders or divisions as appropriate based on institutional needs and executive direction.

• Oversee onboarding, offboarding, contract coordination and reappointment processes for faculty in collaboration with Human Resources and academic leadership.
• Ensure compliance with credentialing, policy and documentation requirements in collaboration with the Provost and SACSCOC liaison.

• Lead the assignment of faculty offices and classrooms across academic units.
• Support 25
  
  Live scheduling system operations and data reporting.
• Collaborate with the Registrar's Office and Facilities to optimize space utilization and support strategic planning.

• Standardize and document operational procedures within Academic Affairs.
• Coordinate the digitization of key academic workflows to improve efficiency and reduce administrative burden.
• Support accreditation readiness and institutional compliance, including SACSCOC requirements.

• Serve as a liaison between Academic Affairs and campus partners, including the Registrar's Office, Human Resources, Facilities, Athletics, Business and Finance, Advancement, Marketing, Admissions and the President's Office.
• Supervise and mentor the Academic Affairs administrative assistant, ensuring effective support, professional development and accountability.
• Coordinate and support administrative staff across academic departments to promote consistency, collaboration and shared operational standards.
• Align academic processes with broader institutional operations and student services as appropriate.

• Support the Provost by organizing budget-related documentation, tracking submissions and facilitating workflows for purchases and reconciliations.
• Manage administrative aspects of purchasing and credit card documentation within Academic Affairs.
• Monitor financial processing timelines and assist in maintaining compliance with institutional policies.

• Plan and manage logistics for Provost-led events, meetings, retreats and strategic initiatives.
• Coordinate cross-departmental engagement to support effective execution and results.

• Bachelor's degree or a minimum of 10 years of administrative experience in higher education required.
• Experience working with Ellucian products

• Discretion, professionalism and sound judgment in handling sensitive information
• Strong organizational, communication and project management skills
• Strong operational systems thinking and process improvement skills
• Proficiency with enterprise platforms such as Microsoft Office, 25
  
  Live and digital workflow systems

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