Executive Assistant

Responsibilities

• Project Management — 50%
• Leading project management work for the Office of the Provost
• Applying critical thinking and problem-solving skills to special projects and assignments
• Triaging challenges and escalating barriers as needed
• Compiling data, identifying specific tasks, tracking and reporting progress against project plans
• Supporting strategic planning and goal setting
• Advising leadership on potential efficiencies and complementary initiatives
• Preparing draft communications, proofreading documents, and coordinating the production of reports for a variety of audiences
• Identifying opportunities to streamline office processes and implementing improvements in collaboration with leadership
• Executive-Level Support — 30%
• Managing the many demands on the executives’ time
• Prioritizing requests and resolving scheduling conflicts with diplomacy and discretion
• Anticipating needs by providing necessary background and research materials in advance
• Ensuring executives are well-prepared for all meetings, events, and speaking engagements
• Preparing briefing materials, agendas, and talking points
• Capturing notes and action items; tracking follow-through on commitments
• Arranging complex domestic and international travel, preparing itineraries, and submitting expense reports in a timely manner
• Drafting correspondence for a wide array of audiences
• Developing presentations and reports for both executive and division-wide use
• Cooking events and staff retreats
• Serving as a trusted liaison between the executives and internal and external stakeholders
• Maintaining directories and contact lists
• Office Operations Management — 20%
• Managing day-to-day department operations
• Serving as the primary point of contact for administrative task requests
• Delegating to team members as appropriate
• Maintaining organized systems for document management, filing, and records retention in accordance with university policy
• Supporting financial management by preparing transactions for executive approval, including reimbursements and purchase card reconciliations
• Submitting requisitions and invoice documentation as directed

Qualifications

• Highly effective skills in project management
• Written, verbal, and interpersonal communication skills
• Attention to detail
• High-level data analysis
• Critical thinking
• The ability to influence others
• Manage competing priorities
• Create effective office systems
• Strong multitasking and coordination skills across multiple groups
• Proficiency in Microsoft Office Suite, including web research, presentation and spreadsheet development, and database management
• Professional discretion, sound judgment, and calmness under pressure
• The knowledge and skills required for this position are normally acquired through the completion of a bachelor’s degree plus at least three to five years of relevant experience