Executive Administrative Coordinator
Brief Description of Duties
Reporting to the President, the Executive Associate supports the coordination and advancement of the objectives aligned with the Office of the President (OP) and other executive-level UDC leaders. This position will help ensure operational efficiency and effectiveness within the Office of the President and will serve as a trusted adviser to institutional leadership. The Executive Associate will primarily support institutional communication, assist the OP in managing engagements, and ensure consistent messaging for UDC initiatives, goals, and objectives. The Executive Associate performs a wide range of complex administrative duties in a challenging fast-paced environment. Serves as resource and key point of contact to the President's Cabinet, campus leaders, constituents, and community representatives. Provides coordination and liaison with senior executive officers on any matter of interest to the Office of the President.
Essential Duties and Responsibilities
1. Manage Executive Operations, Scheduling, and Strategic Support (40%)
Coordinate and manage the President's calendar, appointments, meetings, speaking engagements, conferences, interviews, and special events. Prepare briefing materials, agendas, background information, attendee biographies, and supporting documentation to support informed decision-making and effective participation. Coordinate travel arrangements and related logistics, including itineraries, transportation, lodging, travel documentation, and meeting materials. Resolve scheduling conflicts, anticipate needs, and adjust priorities to support the effective operation of the Office of the President.
2. Coordinate Executive Communications, Correspondence, and Stakeholder Engagement (30%)
Review, proofread, format, and coordinate executive correspondence, reports, presentations, memoranda, invitations, and other official communications. Evaluate and prioritize incoming inquiries, correspondence, invitations, and requests, recommending appropriate actions and preparing responses for review and signature. Support engagement with internal and external stakeholders, including academic leadership, faculty, staff, students, government officials, community partners, and other constituents, ensuring professional and responsive communication on behalf of the Office of the President.
3. Support Administrative, Fiscal, and Institutional Operations (20%)
Provide administrative support for budget-related activities, travel authorizations, expense reconciliation, records management, and other operational processes. Track and maintain contracts, memoranda of understanding, memoranda of agreement, cooperative agreements, and related institutional documents. Monitor deadlines, approvals, renewals, and status updates to support compliance, accountability, and operational continuity.
4. Support Strategic Initiatives, Continuous Improvement, and Other Duties as Assigned (10%)
Support the implementation of office priorities, special projects, strategic initiatives, and administrative improvements that advance the mission and goals of the University. Maintain and update office procedures, contribute to service excellence initiatives, and support evolving operational needs. Perform other duties as assigned to support the effective functioning of the Office of the President.
Minimum Job Requirements
- Bachelor's degree required; Master's degree preferred. At least five years of experience directly related to the duties and responsibilities specified.
- Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year-for-year basis.
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