Executive Assistant II

Under direction of the Dean of the College of Art & Architecture, this position performs specialized and multifaceted administrative and project management activities in support of the college’s programs, special projects, and activities. The role serves as a liaison to university offices, internal/external boards, committees, and councils, and acts as the first point of contact for issues of concern, researching and assessing their nature to provide the administrator with actionable information.

Responsibilities

• Coordinate complex travel, meeting, and event arrangements for management and other individuals.
• Maintain calendars, databases, confidential records, and systems.
• Coordinate office operations, delegate work, and provide input on performance evaluations.
• Collaborate with the Financial Officer on financial matters; monitor adherence to established budgets.
• Participate in setting meeting goals and outcomes; compile and distribute agendas and meeting materials.
• Support project management efforts by documenting scope and timelines, tracking progress toward key deliverables, drafting meeting notes/records, and facilitating information flow to participants.
• Independently plan and complete assigned projects, events, and programs with a defined scope.
• Research and compile information; develop draft communications such as response letters, talking points, speech scripts, and presentations.
• Coordinate the collection and compilation of data and materials for reports, records, and other administrative documents.
• Distribute/submit finalized administrative decisions, communications, and reports on behalf of the administrator.
• Occasionally bend, crouch, and lift up to 30 pounds to assist with event setup.
• Other duties as assigned.

Requirements

• Four years of administrative or business operations support experience, including two years supporting a manager, director, department lead, or similar level of administrator.
• High School Diploma or equivalent (required at time of hire).
• Ability to travel occasionally to meet business needs.

Preferred Qualifications

• Associate’s or Bachelor’s degree.
• Experience applying project management practices in a work environment.
• Familiarity with University of Idaho policies, business procedures, and organizational structure.
• Computer skills including experience with Microsoft Word, Excel, PowerPoint, Adobe, or similar programs.
• Working knowledge of University of Idaho business platforms including Banner, Chrome River, Soft Docs, People Admin, or similar.
• Ability to maintain confidentiality while managing highly sensitive documents and information.
• Willingness to contribute to team efforts, display grace under pressure, and work weekends or after regular business hours as needed.
• Excellent written and verbal communication skills.
• Demonstrated dependability, initiative, and work ethic.
• Demonstrated leadership, organizational, and decision-making abilities.
• Experience working with individuals at all organizational levels.
• Strong customer service and interpersonal communication skills in an academic setting.

This position is non-exempt, classified, full-time (1.0 FTE), and contingent upon the continuation of work and/or funding.