Executive Assistant to Provost

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Department:
Provost/Dean of Faculty

The Executive Assistant to the Provost and Dean of Faculty provides critical, high-level administrative and operational support and is an integral member of the team in the Office of the Provost and Dean of the Faculty. Reporting to the Director of Academic Operations and Special Advisor to the Provost, the Executive Assistant will be responsible for providing a wide range of highly-skilled administrative and executive level assistance to the Provost and to her office.

This person will anticipate the daily needs of the provost; manage the provost’s calendar, materials and correspondence; take initiative; exercise good judgment; maintain confidentiality; and function as an administrative generalist, and provide project management for select Provostial initiatives. The Executive Assistant serves as a trusted partner in managing the provost's time, and is responsible for organizing the general functions of the Office of the Provost.

They manage complex calendars; support meetings and events; arrange travel and itineraries; complete special projects as needed.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

• Anticipate and provide for the immediate and long term administrative needs of the provost, including daily briefings
• Provide problem-solving and triage for incoming requests and issues to minimize demands on the provost’s time
• Develop new systems, policies and procedures to improve efficiency and performance
• Manage the provost’s expenses and travel, including booking and itineraries
• Assist with special projects, e.g., conferences, searches, special events
• Assist with drafting remarks and communications for the Provost
• Project manage select provost initiatives, e.g. strategic initiatives as assigned
• Compile information, and prepare materials to support decision-making, as requested

• Manage an extremely active calendar of appointments and schedule meetings
• Coordinate meeting preparations, e.g., prepare daily briefings, invite and communicate with invitees, set up Zoom meetings and coordinate equipment set up for Zoom, reserve space, order catering, and load presentation materials for Provost meetings and events
• Serve as a "gatekeeper" for the provost’s schedule by triaging incoming requests for the provost's time
• Use good judgment to ensure the provost’s time is scheduled according to agreed-upon priorities and protocols

• Schedule routine meetings at the start of the year for the Associate Provost and Associate Dean of Faculty
• Provide schedule support for select meetings and interviews for the Associate Provost throughout the year

• Monitor voicemail and email, answer phones
• Order routine office supplies, including arranging for equipment maintenance (eg. copier/printer)
• Work with supervisor to review and provide general office management

Bachelor's Degree and 5 or more years experience

Proficiency in Zoom, Google Workspace, Microsoft Word, Excel and Power Point

• Superior organizational skills that reflect an ability to work independently and to follow through on assignments
• Excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with collaborators across campus
• Expert level written and verbal communication skills and knowledge of business correspondence etiquette
• Strong…