Executive Assistant II

About Drexel University

Located in the heart of Philadelphia, Drexel University is a comprehensive, global, R1-level research institution with a unique model of experiential learning that combines academic rigor with one of the nation's premier cooperative education programs. Drexel was founded in 1891 to provide educational opportunities for people of all backgrounds. Today, we continue to prepare graduates of diverse backgrounds to become purpose-driven professionals and agents for positive change.

Learn more about Drexel and our shared values.

Drexel offers its highly engaged faculty and professional staff a comprehensive and world-class benefits package that includes generous vacation and paid time off as applicable (including civic engagement days), up to an 11% 403(b) Retirement Plan match with immediate vesting, and remote and flexible work options for many roles. Our exceptional medical plans include domestic partner and fertility assistance and our award-winning A Healthier U wellness program.

In addition, faculty and professional staff at Drexel enjoy free tuition for themselves and their dependents for Drexel degree programs, certification, and non-certification programs. Drexel also participates in a tuition exchange program for dependents with other higher education institutions. For more information on our extensive benefit offerings, please review Drexel's Benefits Brochure.

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Executive Assistant II

Apply now Job no: 506744

Work type:
Full-Time

Location:

University City - Philadelphia, PA

Categories:
Drexel University

Job Summary

The Executive Assistant II provides high level administrative support to the Vice President & Chief Information Officer as well as the CIO's senior leadership team including multiple Associate Vice Presidents in the Office of Information Technology (IT) performs a variety of administrative duties with latitude for exercising discretion, judgment and confidentiality; coordinates meetings, travel and activities for one or more executives;

ensures that the maintenance of office files is in compliance with University retention policies; records time keeping; and processes invoices for outside consultants and vendors.

Essential Functions

* Provide direct administrative support to one or more executives.

- (Essential)

* Oversee day-to-day office operations, including equipment maintenance, supply inventory, etc.

- (Essential)

* Prepare correspondence, reports, presentations as needed or requested.

- (Essential)

* Liaison to internal departments and outside vendors to ensure all systems and equipment are properly maintained and in working order.

* Troubleshoot issues and follow through to conclusion.

* Coordinate all aspects of meeting setup including facilities, catering, A/V, agenda, minutes, etc. Attend meetings and record minutes as requested.

* Monitor, reconcile and process invoices, timesheets, purchase requests and monthly Pcard statements.

* Triage phone calls, emails, visitors and handle autonomously or re-direct when appropriate. Use independent judgment to elevate matters needing priority attention.

* Maintain executive's calendar(s), schedule meetings as requested; continuously review for conflicts and prioritize meeting and room scheduling as needed.

* Participate in administrative shared services model for Division of Finance and Administration via participation in educational sessions, cross-training, idea sharing and providing backup to other areas as need or requested.

* Other duties as necessary and assigned.

Required Qualifications

* Minimum of a HS Diploma or GED

* Minimum of 10 years of relevant administrative experience

* 2 years of post-secondary education and 10 years of relevant administrative experience.

* Proficiency in Microsoft Office Suite and database management software.

* Strong written and verbal communication skills.

* Excellent interpersonal skills with ability to communicate effectively at every level from…