Executive Administrative Assistant

Job Posting

JR102134 Executive Administrative Assistant I (Open)

Academic Affairs, PM

Regular

09-14-2026

$50,000-$57,982

Under general supervision, provides executive level secretarial and administrative assistance to a key executive or official as designated by the institution. Incumbents regularly handle matters of a highly confidential or sensitive nature. Level allocation is based on criteria as established by the institution.

PURPOSE:

This position is responsible for providing a high level of administrative support to the Division of Academic Affairs in general, and the Office of the Provost in particular.

• Provide complex administrative secretarial and clerical support to the Office of the Provost. Serves as Executive Assistant to the Leadership in the Office of the Provost.
• Arrange meetings and conferences as required.
• Schedule interviews and appointments where relevant and as requested.
• Edit, proofread and format a variety of documents and materials created by management and other staff members.
• Maintain paper and electronic filing systems; sort out documentation for filing, and conduct periodic purging of the filing system.
• Record all paperwork submitted to the Office of the Provost after review and signature by the Provost Office Leadership.
• File administrative personnel documents.
• Supervise screening of telephone calls and visitors to the office.
• Prepare relevant documentation for reimbursement of expenditure incurred through the utilization of the corporate and Diners Club cards issued to the Associate Provosts.
• Attend meetings and record minutes upon request.
• Coordinate travel requests (including airline and hotel reservations and ground transportation arrangements) for the Office of the Provost and other personnel when required, and prepare relevant documentation with regard to requests for reimbursement.
• Liaise with other departmental administrative assistants as required to support the general management and administrative offices.
• Provide back-up support to the Staff Assistant in his/her absence.
• Independently handle other routine matters as appropriate.

• Assist, where required, in coordinating logistical activities (student/faculty contracts, budget processes [budget transfers, expenditure/revenue transfers, budget monitoring], purchase requisitions, travel arrangements) for grant and state-funded programs.
• Assist, where required, in coordinating logical activities (students' contingent requisitions/contracts, faculty overloads, pay letters, purchase requisitions) for grant and state-funded programs.
• Proof and edit proposals and other administrative documentation prior to dissemination/submission.
• Input position descriptions into the Human Resources People Admin system as required.
• Maintain inventory of the office's stationery and replenish inventory as required. (including replenishing of stationery for the Office of International Education and Student Services).
• Liaise with DIT and other external vendors with regard to troubleshooting of office equipment; source required office equipment as required and prepare the relevant documentation for ordering equipment and supplies.
• Assist with varying students' issues as necessary.

• Provide administrative assistance to other departments/individuals where required.
• Provide a high level of executive and administrative support and handle matters of a highly confidential and/or sensitive nature.
• Maintain open lines of communication with internal and external constituents onbehalf of the office of the Provost.
• Act, where required as backup to the Staff Assistant in undertaking the relevant timesheet entry for the Provost and Vice President…