UTS- Temporary Executive Administrative Assistant

Temporary position assisting senior executive leadership and the Director of Organizational Strategy with administrative work and management support.

Responsibilities

• Schedule meetings and manage executive calendars
• Create and maintain a database for data collection related to various projects and events
• Correspond in writing and verbally on behalf of executive leadership
• Develop and distribute an electronic division newsletter using the Mailchimp platform; collect and curate stories
• Participate in divisional process improvement and procedure discussions
• Implement new processes and reinforce existing processes in collaboration with other administrative assistants
• Collaborate with campus business partners to plan and execute events hosted by executive leadership, including catering orders, space reservations, coordination emails/phone calls, and guest confirmations
• Develop communication and presentation materials tailored to project needs
• Manage electronic and physical files supporting division business
• Maintain records of reports and manage division contacts
• Coordinate signature routing workflows for contracts
• Serve as liaison and coordinator between executive leadership and other university departments
• Exercise considerable independence, judgment, and discretion in managing administrative details according to executive objectives and priorities
• Act as a knowledgeable representative of division programs, activities, goals, and commitments

Requirements

• High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or
• Associate’s degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or
• Bachelor’s degree, preferably in Business Administration or a related discipline; or
• Equivalent combination of training and experience
• Calendar management and scheduling
• Event planning
• Document preparation
• Strong organizational skills
• Excellent communication (written and verbal)
• Attention to detail
• Proficiency with Google Suite

Preferred Qualifications

• Bachelor’s degree and 2 years of prior experience in an academic administrative support role coordinating meetings, schedules, projects, and events
• Experience working both independently and as part of a close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, and prioritization of multiple demands
• Experience exercising judgment and discretion in establishing, interpreting, and applying a wide range of administrative policies and procedures
• Experience establishing and maintaining effective working relationships with college and university personnel, government or other agency officials, and the general public
• Experience prioritizing requests in a demanding, fast-paced environment
• Experience drafting and formatting standard office communications and a variety of other written materials
• Proficiency with Microsoft Office Suite, particularly Microsoft Word and Excel
• Familiarity with PeopleSoft

Benefits

• Health Insurance for Temporary Employees
• Access to LEAD courses for career enhancement
• Free attendance at non-revenue generating sporting events
• Work-life balance resources, including childcare discounts, wellness & recreation memberships, and wellness programs

Pay

$30–$35 per hour

Schedule

40 hours per week; Monday–Friday, 8:00 AM–5:00 PM