Executive Assistant to the Institute Director

Provides executive-level administrative support to the Institute Director and Deputy Director, managing complex calendars, coordinating high-level meetings and travel, and ensuring efficient execution of administrative priorities. Serves as the primary point of contact for Institute leadership, requiring professionalism, discretion, and strong interpersonal skills.

About the Institute

The Crown Institute’s research focuses on practices, programs, and policies that foster wellness among children and youth, families and caregivers, educators, and mental health and health providers. Scholars in multiple fields collaborate with families, teachers, young people, and community members.

Responsibilities

• Administrative and Communication Assistance
  • Manage and prioritize information and task flow for the Institute Director and Deputy Director.
  • Take minutes during meetings and send follow-up communications as needed.
  • Handle Advisory Board and other confidential materials.
  • Coordinate with Crown Institute teams including advancement, communications, education, and finance.
  • Organize and maintain electronic and paper records to ensure information is updated and accessible.
  • Coordinate travel arrangements and process travel reimbursements and Purchasing Card/Travel Card transactions.
  • Work with printers and designers for production and distribution of materials, including PowerPoint presentations and digital assets.
  • Provide support for events directly impacting the Institute Director.
• Primary Point of Contact
  • Serve as the main point of contact for the Institute Director, managing scheduling and correspondence with internal and external partners.
  • Represent the Director with team members, the Crown Institute Advisory Board, Executive Committee, Faculty Fellows, and Advancement team.
  • Support the Director and Deputy Director with planning, documenting, and executing critical decisions and activities.
• Project Management of Special Projects and Strategic Initiatives
  • Support special projects and strategic initiatives as identified by the Institute Director or Deputy Director.
  • Ensure clear and concise communications with internal and external partners.
  • Manage Asana project management boards and task completion, tracking key deliverables.
  • Provide regular updates and reports to the Director.
• Supervision
  • Supervise an administrative support position, including hiring, onboarding, training, and performance evaluations.
  • Plan, prioritize, and delegate administrative work to ensure efficient office operations.
  • Provide coaching, guidance, and performance feedback in accordance with university policies.

This position may require national and international travel with the Director.

Work Arrangement

This role is primarily onsite, with flexibility to work remotely when there are no requirements to be on campus. Applicants must be legally authorized to work in the United States without requiring sponsorship.

Pay

The annual hiring range for this position is $70,000–$85,000.

Benefits

• Comprehensive benefits package including medical, dental, and retirement plans.
• Generous paid time off.
• Tuition assistance for you and your dependents.
• ECO Pass for local transit.
• Access to CU Advantage programs, including world-class outdoor recreation and an inspiring academic community.

Requirements

• Bachelor’s degree and 3+ years of experience supporting an executive, managerial, or operational function. An equivalent combination of education and experience may substitute.
• Experience with Asana or other project management software.

Skills

• Strong organizational and project coordination skills with high attention to detail.
• Ability to manage and maintain structured data systems (e.g., tracking databases, SharePoint, Excel).
• Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication skills.
• Ability to work independently and manage multiple priorities.
• Demonstrated ability to handle confidential information with discretion.
• Customer service orientation and professional interpersonal skills.
• Demonstrated ability to learn new systems.

Preferred Qualifications

• 3+ years of experience supporting executive-level leadership.
• Experience managing agreements, contracts, or partnership records.
• Experience working in higher education or a large, complex organization.
• Experience with a financial reconciliation system (e.g., Concur).
• Experience and knowledge of FRPA reporting system.
• Supervisory/managerial or demonstrated leadership experience.