Executive Administrative Assistant Academic Administration

Purpose

The Executive Administrative Assistant will provide support to Academic Administration, including the Provost/CAO, Vice President for Academic Operations and Partnerships, and the academic leadership team. The assistant’s responsibilities include, but are not limited to, calendar management, reserving spaces for meetings and events, assisting in travel arrangements, and managing academic administration processes. The role frequently engages faculty, staff, students, and prospective students, and provides a welcoming presence to the Academic Administration office.

• Serves as a point of contact for the Academic Administration office, representing them and creating a welcoming environment for guests.
• Facilitates clear communication between academic leadership, faculty, staff, students, external visitors, and callers.
• Promotes a positive image of the University and stays informed about University programs and initiatives.
• Manages correspondence, answers phone calls, takes messages, and drafts emails on behalf of Academic Administration while maintaining confidentiality and professionalism.

• Maintains the calendar for Academic Administration leadership, scheduling appointments and assisting in prioritizing commitments.
• Creates Zoom and Teams links for virtual meetings.
• Assists with scheduling for academic events for Academic leadership.

• Reserves rooms and spaces for meetings and events.
• Coordinates with Community Experiences and AV/technology needs and arranges for catering either through Chartwells or off-site vendors as needed.

• Registers Academic leadership for conferences and maintains records of memberships.
• Manages travel arrangements and processes travel expenses using Center Card.
• Assists in Academic Administration office flow, ordering office supplies and equipment, and maintaining office and building needs.
• Able to assume multiple roles when assigned.
• Performs additional responsibilities as assigned by Academic leadership.

• Exceptional Communication
  
  Skills:
  
  Ability to communicate clearly and professionally, both verbally and in writing.
• Team Management:
  Able to assist in the oversight of front desk coverage, ensuring consistent phone and in-person coverage.
• Organizational Excellence:
  Strong ability to manage multiple calendars, prioritize tasks, and coordinate complex schedules and events.
• Technological Proficiency:
  Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); adept at design tools (Adobe Express, Canva); skilled in Zoom, Microsoft Teams, SharePoint, document management systems, and cloud-based collaboration tools.
• Event Planning and Coordination:
  Experience in organizing meetings, academic events, and conferences, including logistics, catering, and AV coordination.
• Attention to Detail:
  High level of accuracy in preparing documents, managing records, and handling confidential information.
• Budget and Expense Management:
  Familiarity with budget tracking, expense reporting, and procurement processes.
• Professionalism and Discretion:
  Maintains confidentiality and exercises sound judgment in sensitive situations; high standards of conduct, appearance, and attitude.
• Interpersonal
  
  Skills:
  
  Ability to build positive relationships with faculty, staff, students, and external stakeholders; knowledge of guest experience satisfaction.
• Problem-Solving Abilities:
  Proactive in identifying issues and implementing effective solutions.
• Adaptability and Initiative:
  Comfortable working in a dynamic environment and taking initiative without constant supervision.
• Supervisory and Training
  
  Experience:
  
  Ability to mentor and support administrative staff, fostering a collaborative and growth‑oriented team culture.
• Familiarity with Higher Education Environment:
  Understanding of academic structures, governance, and university operations.

• Required:
  
  Associate’s degree or High School diploma (two years of relevant experience may substitute for degree requirement).
• Preferred:
  Bachelor’s degree.

• Required:
  
  Office Administrative experience (two years); a Bachelor’s degree in a…