Executive Assistant, Full Time

About the role

The Executive Assistant leads the broad scope of executive support-related activities and/or special projects for top-level leadership (Assistant VP and above or equivalent) and their functional area(s) to facilitate the efficient operations of the office and function. This role represents the executive and their interests to others, with delegated authority regarding matters of significance.

Responsibilities

• Reports to and supports top-level leadership (Assistant VP and above) and their department(s) with high-level executive support.
• Acts as executive liaison and advises others of the executive's activities and views on policies or issues, using judgment and discretion.
• Manages executive's calendar, approves/declines meeting requests, and prioritizes meetings to align with deadlines and priorities.
• Manages executive’s travel arrangements and budget.
• Independently creates memos, reports, presentations, project timelines, and documents for distribution.
• Ensures executive is prepared for meetings and presentations and is kept abreast of important information.
• Uses independent judgment to respond on behalf of the executive, handling confidential information, correspondence, and communications.
• Prioritizes and manages multiple projects and/or special assignments championed by the executive.
• Leads the planning of annual or ad-hoc special events.
• Trains and supervises lower-level clerical staff as needed.
• Adheres to University and unit-level policies and procedures and safeguards University assets.
• Promotes quality improvement and best practice solutions.
• Communicates with the research community, all OVPRS groups, and external customers, providing excellent customer service.
• Completes special projects for the Office of the Vice Provost for Research and Scholarship, including managing documentation, coordinating staff responses, and overseeing action items.
• Alerts and briefs the AVP on emerging issues, initiatives, and projects, providing status reports on an ad-hoc basis.
• Composes and prepares confidential correspondence and documents, following up on correspondence requiring responses.
• Reviews outgoing correspondence for executive approval and alerts writers to conflicts or policy deviations.
• Creates, processes, and revises shipment labels and assists with related documentation in compliance with regulatory requirements.
• Coordinates with internal departments and external partners to resolve receiving, distribution, and shipment compliance issues.
• Manages the AVP’s calendar, schedules meetings with senior leadership, and ensures the AVP is prepared for meetings.
• Prepares support materials for meetings, including agendas, participant lists, background documents, and follows up on directives.
• Collaborates with OVPRS and administrative department heads to prepare presentations and provide background research.
• Completes and submits various University forms, including expense reports, travel reimbursements, requisitions, and purchase orders.
• Solves operational problems related to supervision, staffing, budget, equipment, and space.
• Coordinates all travel plans, ensuring appropriateness and thoroughness of arrangements.
• Provides support for personnel searches and coordinates with Human Resources as needed.
• Assists teams across OVPRS in evaluating and streamlining existing processes and workflows.

Requirements

• Associate’s degree in a relevant field; Bachelor’s degree preferred.
• Minimum 5 years of relevant experience providing executive-level assistance.
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Skills

• Ability to communicate effectively in both oral and written form, with excellent writing and editing skills.
• General knowledge of office procedures and operations.
• Ability to accurately prepare and maintain records, files, reports, and correspondence.
• Ability to process and handle confidential information with discretion.
• Skilled in completing assignments accurately and with attention to detail.
• Proficiency in computer software (e.g., Microsoft Office).
• Excellent organizational skills and flexibility.
• Ability to multitask and manage several projects simultaneously.
• Ability and willingness to provide excellent customer service at all times.
• Strong interpersonal skills and ability to maintain effective relationships.
• Knowledgeable about project management concepts.
• Customer-service oriented, both verbally and in writing.
• Ability and willingness to engage in continuous quality improvement and learning.

Schedule

Full time