Senior Executive Assistant

Position: SENIOR EXECUTIVE ASSISTANT #00025518
Hiring Department

Office of the Provost

The Office of the Provost oversees academic programs, colleges, and university wide academic processes. Accreditation, assessment, and academic planning are coordinated through the office. Positions involve coordination of academic processes, assessments, and institutional academic initiatives.

Job Description

The Senior Executive Assistant to the Provost provides high level executive, administrative, and strategic support to the Provost and the Provost's Office. This role includes managing complex scheduling and communications, overseeing daily operations of the Provost Office and the executive assistant functions, and ensuring the efficient execution of office priorities.

The position requires exceptional organizational skills, sound judgement, discretion, and the ability to manage multiple high-priority projects simultaneously. The Senior Executive Assistant also plays a key leadership role in coordinating campus requests, supporting executive searches and shared governance, and managing university events, while ensuring the smooth and professional operation of the Provost's Office.

Ideal Candidate Profile:

The ideal candidate is a highly organized, strategic, and resourceful administrative leader who thrives in a fast-paced executive environment. This individual demonstrates exceptional judgment, discretion, and a strong work ethic, consistently approaching responsibilities with integrity, reliability, and a commitment to excellence.

This position serves as a trusted advisor and operational partner to the Provost and their direct reports. The successful candidate will bring a leadership mindset, prioritizing the success of the Provost, the Provost's Office, and the broader academic affairs community.

They will demonstrate professionalism, collaboration, and a willingness to support others while ensuring the office operates efficiently and effectively. This individual excels at balancing strategic coordination with operational execution, managing multiple high-priority initiatives and maintaining a welcoming, organized, and professional office environment.

The role requires building trusted relationships across campus leadership, faculty, staff, external partners, and community stakeholders.

Key Responsibilities:

* Provide coordination, planning and follow-through for Provost-led priorities.

* Coordinate logistics for executive leadership searches, including scheduling interviews, organizing candidate visits, supporting search committees, and preparing offer letters as needed.

* Manage and oversee day-to-day operations of the Provost's Office to ensure a professional and efficient working environment.

* Exercise discretion and strategic judgement in managing the Provost's email and calendar, prioritizing appointments, meetings, and requests.

* Supervise staff.

* Review and approve Provost appearance requests and coordinate related logistics.

* Prepare briefing materials, background information, and talking points for meetings, presentations, and events.

* Ensure appropriate communication and handling of sensitive and confidential information.

* Oversee updates to the provost's website, ensuring timely and accurate information.

* Coordinate information requests, reports, and communications originating from the Provost's Office.

* Manage and coordinate campus requests directed to the Provost's Office, ensuring appropriate review, routing, and follow-up.

* Serve as a central point of contact for campus units interacting with the Provost's Office.

* Collaborate with the Provost and the Senior Assistant Director of Business to manage and support all fiscal and business operations within the Provost's Office and across units reporting directly to the provost.

* Lead planning and execution of major internal events associated with the Provost.

* Coordinate VIP visits, including travel, lodging, catering, transportation, and hospitality, in collaboration with the executive assistant.

* Manage gifts and event organization for dignitaries and special guests.

* Manage reservations, catering, and transportation for Provost-hosted meetings and events with the assistance of the executive assistant.

* Ensure all events and visitors experiences reflect a professional and welcoming representation of the university.

Minimum Qualifications

A Bachelor's degree or an equivalent combination of education and experience and at least 4 years of experience from which comparable knowledge and skills can be acquired is necessary

Preferred Qualifications

* Bachelor's degree in business management, communications, finance, marketing, or other related areas.

* At least five (5) to seven (7) years of progressively responsible experience supporting senior executives and managing complex projects, preferably in higher education.

* Demonstrated ability to manage confidential and sensitive information with discretion and professionalism.

* Strong written and verbal communication skills.

* Proven experience managing complex calendars…