Executive Assistant - Engagement and Effectiveness

This position provides advanced administrative, operational, financial, and project coordination support for the Chief Engagement and Effectiveness Officer (CEEO) and the Office of Institutional Engagement and Effectiveness (IEE). The role manages executive scheduling, budgeting, financial transactions, records, committee operations, and office logistics while supporting organizational planning and decision-making. The position coordinates projects, initiatives, committees, events, and cross-functional activities by maintaining timelines, tracking progress, organizing documentation, and facilitating communication among stakeholders.

Responsibilities also include maintaining the office website, supporting surveys and reporting efforts, preparing briefing and project materials, and serving as a liaison with internal and external partners. Additionally, the role supports process improvement and business operations by helping develop documentation, standard procedures, tracking tools, and workflow enhancements to improve consistency, efficiency, and follow-through across office functions. Performs advanced and confidential administrative support for the CEEO, including coordinating the supervisor’s calendar, briefing materials, deadlines, and administrative priorities.

Coordinates financial and operational activities, including ePAFs, requisitions, purchase orders, travel, reconciliations, budget tracking, and related financial inquiries. Assesses budget activity, projected expenses, and available balances to support planning and decision-making. Prepares, monitors, and manages the organization’s budget in coordination with the CEEO. Maintains administrative, financial, project, and operational records and supports tracking related to CEEO projects, initiatives, committees, reports, and deliverables.

Assists with identifying administrative process needs, documentation gaps, recurring operational issues, and opportunities to improve consistency and efficiency across office functions. Serves on and helps manage the IEE's committees and the Taskforces by creating and submitting agendas, taking and disseminating meeting minutes, tracking attendance, documenting decisions, and following up on action items. Coordinates meeting logistics, including room reservations, technology needs, agendas, supporting materials, attendance, accessibility needs, and food arrangements while keeping dietary restrictions in mind.

Attends ad hoc meetings as needed to record and summarize minutes for distribution. Supports meeting and committee effectiveness by maintaining action-item trackers, decision records, timelines, responsible-party lists, recurring agenda items, and follow-up documentation. Helps ensure that committee discussions, assigned tasks, deadlines, and outcomes are documented and organized for continuity. Provides project coordination support and logistics for IEE's initiatives, programs, committees, reports, events, strategic priorities, and cross-functional activities.

Maintains project trackers, logs, timelines, and status updates. Tracks progress on assigned office initiatives and helps identify pending items, dependencies, and delays. Coordinates with stakeholders to collect updates, clarify information, schedule project-related meetings, confirm deliverables, and support the timely completion of work. Supports project planning by assisting with documenting objectives, organizing requirements, tracking timelines, and maintaining records of key decisions and changes.

Supports project closeout by compiling final materials, documenting outcomes, gathering feedback, and organizing lessons learned or follow-up recommendations for review. Assists in data gathering by creating, editing, distributing, and tracking surveys needed for programs, initiatives, committee work, planning, and evaluation. Prepares basic reports, summaries, charts, tables, trackers, and briefing materials to support decision-making by the CEEO. Provides business analysis support by helping documentation, clarify stakeholder requests, organize feedback, map current administrative processes, and support improvements to office…