Senior Administrative Associate-Scheduler - Office of the President

Job Purpose

The Senior Administrative Associate/President's Scheduler provides high-level administrative, logistical, and project support to the Office of the President. Reporting to the Executive Assistant to the President (or designee), this position works collaboratively with members of the President's Office team to ensure efficient operations and effective coordination of presidential activities. This role is responsible for managing the President's calendar and scheduling complex meetings and engagements, while supporting the planning and execution of projects, events, and day-to-day operations of the office.

Essential Duties And Responsibilities

• Serve as a primary point of contact for the Office of the President, creating a welcoming, professional, and inclusive environment for visitors, guests, and stakeholders.
• Manage reception functions, assess visitor access, and ensure appropriate routing of inquiries and individuals.
• Manage and prioritize the President's complex calendar, ensuring alignment with institutional priorities and resolving scheduling conflicts.
• Serve as the central scheduling liaison between the President and internal/external stakeholders-including executive leadership, faculty, staff, and high-level state and federal officials-while monitoring competing priorities and adjusting schedules accordingly.
• Cook up and organize briefing materials, background information, talking points, and supporting documentation in collaboration with the Executive Assistant and other stakeholders.
• Carefully coordinate executive-level meetings, events, and engagements on behalf of the President, including scheduling, agenda development, logistics, and follow-up.
• Support the planning and execution of institutional events, ceremonies, conferences, and high-profile engagements.
• May assist in coordinating meeting design elements, including agendas, speaker/facilitator logistics, communications, and post-event follow-up or evaluation activities.
• Manage invitations, RSVPs, guest lists, and protocol considerations for presidential events and engagements; provide on-site support as needed and coordinate internal and external participants to ensure successful execution.
• Carefully coordinate closely with the Executive Assistant to the President, senior leadership, and administrative staff to align scheduling, events, and presidential engagements with institutional priorities and external partnerships.
• Manage and monitor Office of the President email accounts and incoming communications, including phone calls and correspondence. Assess urgency, triage requests, and respond or route appropriately, ensuring timely and professional follow-up.
• Provide senior-level administrative, logistical, and project support for the Office of the President, including coordinating domestic and international travel arrangements and detailed itineraries for the President and spouse/partner in collaboration with the Executive Assistant.
• Maintain and update the President's contact database, ensuring accuracy and accessibility of internal and external stakeholder information.
• Manage facilities-related needs for the Office of the President, including coordination of space usage for the President's Office Suite, residence, and cabin.
• Oversee office access and resource management, including key inventory and distribution, parking assignments, and coordination with campus operations units.
• Coordinate technology and meeting logistics, including setup and operation of conference calls, video conferencing, and meeting spaces.
• Manage records and filing systems for the President's Office, including maintaining electronic and hard copy files, scanning, and archiving documents, and ensuring secure handling of confidential materials.
• Develop and maintain systems to improve information tracking and accessibility.
• Process office purchasing, requisitions, and supply orders, including management of office inventories and materials (e.g., stationery, business cards).
• Cook up and manage presidential engagement related to athletics hospitality, including the President's suite and ticket allocations. Ensure appropriate guest management, compliance with institutional policies, and coordination of event logistics.
• Aid in the preparation, formatting, and editing of correspondence, reports, presentations, and communications materials.
• Cook up and support document distribution for the Office of the President.
• Provide cross-functional and backup support for other members of the President's Office staff as needed to ensure continuity of operations.

Competencies

• Attention to detail
• Collaboration
• Individual Leadership
• Integrity
• Stress Tolerance
• Adaptability

Minimum Qualifications

• Education: Bachelor's degree in Business Administration, Public Administration, Communications, Higher Education Administration, or a related field, or an equivalent combination of education and work experience.
• Experience: Four years of progressively responsible administrative or executive support experience, preferably supporting senior leadership in a complex organization. Experience coordinating executive calendars, meetings, projects, and special events is preferred.

Desired Qualifications

• Demonstrated experience managing complex calendars and scheduling meetings involving multiple stakeholders, changing priorities, and confidential matters.
• Experience using Microsoft Office 365 and electronic calendar management systems (such as Outlook), with proficiency in coordinating meetings, preparing documents, and managing shared resources.
• Experience providing professional customer service and serving as a primary point of contact for internal and external constituents while exercising tact, diplomacy, and sound judgment.
• Experience coordinating meetings, events, or travel arrangements, including logistics, agendas, meeting materials, and follow-up communications.
• Experience working with confidential or sensitive information while demonstrating discretion, professionalism, and attention to detail.
• Experience working in higher education, government, or another large, mission-driven organization.
• Experience using enterprise business systems, document management systems, or workflow software.
• Experience developing or improving administrative processes and office procedures.
• Experience tracking projects, deadlines, or action items across multiple stakeholders.