Executive Assistant

JOB SUMMARY

The Institute for Intelligent Networked Systems (INSI) seeks an Executive Assistant. The Executive Assistant provides a broad variety of activities that facilitate the Institute Leadership Team's ability to effectively lead the organization. This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executives, including those of a highly confidential or critical nature.

MINIMUM QUALIFICATIONS

• Bachelor's degree required; Master's degree preferred
• At least 2-4 years of relevant experience
• Prior experience managing an office and supporting high-level executives is preferred
• Ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality
• High level of discretion, organizational skills, attention to detail, diplomacy, and customer service
• Ability to handle complex calendars and overlapping schedules
• Ability to understand the workings of the organization, its mission, and people
• Proficiency with MS Office products, including Microsoft Word, Excel, PowerPoint, and Outlook
• Ability and willingness to take initiative and get work done through others

KEY RESPONSIBILITIES & ACCOUNTABILITIES

Executive Support & Communication (40%)

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the executives, including those of a highly confidential or critical nature
• Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect the executives' style and University policy
• Manage executives' calendars, screen calls, schedule meetings, and organize business travel both domestically and internationally
• Manage the large demands for executives' time by anticipating and resolving potential conflicts
• Read, research, and route incoming correspondence
• Proofread, edit, and draft outgoing communications
• Make executives more productive by efficiently managing their time and communications

Project Management & Documentation (25%)

• Complete a broad variety of tasks that facilitate the executives' ability to effectively lead the organization
• Affiliate with a variety of special projects
• Design and produce complex documents, reports, and presentations
• Collect and prepare information for meetings with staff and outside parties
• Compose and prepare correspondence
• Prepare agendas and meeting notes in a timely manner to ensure executives are well-prepared for all meetings, events, and speaking engagements
• Act as the administrative point of contact between the executives and internal and external clients

Office Management (20%)

• Maintain office filing and retrieval systems
• Record meeting discussions
• Maintain office supplies and place orders as required
• Ensure office equipment is in proper working order
• Evaluate and assist in developing office policies and procedures for improved workflow
• Anticipate future needs as the organization evolves
• Process Concur reports and manage travel expenses

Onboarding & Organizational Support (15%)

• Act as onboarding resource for new leaders
• Help new leaders read and understand the organizational culture
• Guide new leaders through the organization's different personalities
• Serve as a sounding board and confidant