Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative and operational support to the Vice Chancellor of Budget, Planning and Campus Strategy/Deputy CFO. This position is responsible for managing executive scheduling and logistics, coordinating division-wide administrative activities, supporting the team’s financial and business operations, and facilitating effective communication across campus stakeholders.

Key Responsibilities

• Executive Calendar and Scheduling Management (35%)
  Manage and maintain the Vice Chancellor's Outlook calendar, including scheduling, prioritization, conflict resolution, and meeting logistics.
  Evaluate competing requests and coordinate scheduling to ensure efficient use of executive time.
  Schedule and coordinate meetings with internal and external stakeholders.
  Coordinate, prepare and distribute meeting materials, agendas, briefing documents, and supporting information as needed.
  Monitor upcoming commitments and proactively identify scheduling conflicts or logistical issues.
  Coordinate conference room reservations, virtual meeting platforms, and related meeting arrangements.

• Division Leadership Support and Administrative Coordination (20%)
  Assist BPCS division leaders with scheduling and coordinating larger meetings, retreats, committees, and stakeholder engagements.
  Coordinate multi-party meetings involving campus leadership and administrative units.
  Serve as a central administrative resource for division-wide coordination of activities.
  Maintain calendars, timelines, and administrative records related to division initiatives.

• Administrative Support (35%)
  Operational Support
  Assist with procurement and purchasing activities, including ordering and tracking of office supplies and related resources.
  Place orders using appropriate purchasing procedures, adhering to purchasing guidelines and requirements, and completing necessary paperwork.
  Serve as point of contact for access to The Junction (the BPCS team’s shared landing space); space questions, IT coordinator, scheduling, etc.
  In partnership with the Central Administration Shared Services team, coordinate new employee onboarding processes.
  Facilitate the separation process for resignations, retirements, and terminations.

• Travel and Expense Support (10%)
  Coordinate executive travel arrangements, including transportation, lodging, registration, and itineraries.
  Assist with conference registration and payments.
  Prepare and process travel reimbursements and expense reports in accordance with university policies and procedures.
  Monitor submission deadlines and maintain supporting documentation.

Qualifications

• Bachelor's degree from an accredited institution.
• Five (5) years of high-level administrative and/or executive support experience.
• Experience supporting senior leaders, executives, or management-level staff.
• Experience coordinating calendars, meetings, travel, and administrative processes.