Executive Administrative Assistant

Job Description

The Executive Administrative Assistant provides high-level administrative support to the Vice President for Administration and Finance (VPAF). This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules and sensitive information in a fast-paced university environment. The assistant serves as a key liaison between the VPAF and internal/external stakeholders, ensuring efficient office operations and effective communication.

Responsibilities

• Manage and maintain the VPAF's calendar, including scheduling meetings, prioritizing commitments, and resolving conflicts.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Prepare briefing materials, agendas, presentations, and reports for meetings and events.
• Screen calls, emails, and correspondence; respond or route appropriately.
• Oversee daily operations of the VPAF office, ensuring efficiency and professionalism.
• Develop and maintain filing systems (electronic and physical) for records, reports, and confidential documents.
• Enter requisitions for the VPAF, Budget and Controller's Offices.
• Process invoices and track expenditures for the VPAF, Budget and Controller's Offices.
• Serve as the primary point of contact between the VPAF and university leadership, faculty, staff, USM Office/Board of Regents and external stakeholders.
• Draft, edit, and proofread correspondence, memos, and official communications.
• Coordinate communications across departments to support administrative and financial initiatives.
• Plan and coordinate meetings, including logistics, materials, and follow-up actions.
• Record and distribute meeting minutes when required.
• Assist in organizing university events, and executive level functions.
• Assist with special projects related to finance, budgeting, facilities, and administrative services.
• Conduct research, compile data, and prepare summaries or reports.
• Track project timelines and ensure deadlines are met.
• Handle sensitive and confidential information with the highest level of discretion.
• Ensure compliance with university policies, procedures, and applicable regulations.
• Other duties as assigned.

Minimum Qualifications

EDUCATION

• Bachelor's Degree from an accredited college or university is preferred.

EXPERIENCE

• Minimum of 3-5 years of executive administrative support experience, preferably in higher education.

KNOWLEDGE, SKILLS, AND ABILITIES

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Advanced proficiency in office software (e.g., Microsoft Office Suite, Workday).
• Ability to prioritize tasks, work independently, and manage multiple deadlines.
• High level of professionalism, integrity, discretion and confidentiality.
• Strong interpersonal skills with the ability to interact effectively with diverse stakeholders.
• Experience supporting senior executives in a university or public-sector environment.