Executive Assistant

Executive Assistant – 2644

Position within Academic Affairs as a Probationary Permanent Full Time Executive Assistant supporting the Provost.

• Division:
  Academic Affairs
• Department:
  Academic Affairs Dept
• Working Title:
  
  Executive Assistant
• Vacancy Type:
  Probationary Permanent Full Time
• Min T/E Requirements:
  High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate's Degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or Bachelor's Degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
• FTE: 1
• Position Overall Competency Level: A
• Recruitment Range: $52,127 - $61,000
• Anticipated Hiring Range: $61,000
• Position #: 2644
• FLSA Status:
  Non-Exempt
• Months per year: 12
• Work Schedule:
  
  8:00 a.m.
  
  - 5:00 p.m., Monday - Friday
• Is this a grant funded position? No

Academic Affairs in the central and largest division providing the academic program to all students. This unit consists of the five major academic schools/colleges, as well as University College, Maynor Honors College, Dean Graduate School, Livermore Library, Office of Sponsored Research and several other support units on campus. The AA division is the main point of contact for all students and faculty.

The Executive Assistant to the Provost serves as the highest-level staff/management assistant in the Office of the Provost. He/She will be the right‑hand to the Provost, managing all administrative duties in support of the Provost and including personnel administration and office coordination. This position works with other units on campus and external organizations to support the Provost’s priorities.

Serves as the primary contact and direct link to the Provost and as an agent of the Provost within defined parameters. Screens inquiries and determines priority based on knowledge of the Provost's preferences; brings critical issues to the Provost's immediate attention; reroutes some issues to other areas for handling as needed using independent judgment or discretion. Greets and directs visitors. Responds to inquiries regarding the organization, or redirects them as appropriate.

Coaches others on the working style and preferences of the Provost. Develops strong working relationships with internal and external constituents.

Manages the Provost's calendar to include scheduling group meetings involving others with competing and limited availability. Schedules, moves, or declines meeting requests based on knowledge of the executive's preferences and priorities. Schedules daily activities so that the Provost's time is used as efficiently as possible by minimizing travel between locations, including all necessary parties, allowing for adequate preparation, etc. Anticipates long‑term needs when working with future scheduling.

Develops travel itineraries.

Coordinates or directs office workflow; establishes office workflow procedures and processes. Ensures supplies are ordered and stocked. Organizes and submits requests and work orders for repairs, upgrades, computer installation, equipment maintenance, etc. Arranges travel for the Provost as directed, including flight and hotel reservations, ground transportation, parking, etc. Submits travel reimbursement requests. Provides budget or discretionary fund reporting as needed.

Supervises student workers. Plans and executes special events as directed. Provides administrative assistance to others in the organization as directed. Records, formats, and distributes meeting agenda and minutes for various meetings, including the academic subcommittee of the Board of Trustees.

Assists in facilitating the faculty recruiting process, faculty hiring, faculty appointments and personnel transitions including the promotion and tenure process. Serves as liaison between the Office of the Provost and Human Resources, IT…