Executive Assistant

About the Opportunity

JOB SUMMARY

The Executive Assistant is project- and systems-focused, providing project management services and executive-level support to one or more senior leaders in the Office of the Provost. This role requires critical thinking, sound judgment, attention to detail, and the ability to handle sensitive and confidential information with discretion. The Executive Assistant gathers, assembles, and analyzes information from a wide variety of sources; compiles reports; schedules and coordinates meetings across multiple teams; and prepares agendas and related materials. This position supports the Deputy Provost, the Vice Provost and University Registrar, and the Vice Provost for Research Administration in the Office of the Provost.

This is a full-time, in-person position based five days per week on campus.

Responsibilities:

1) Project Management - 50%

The Executive Assistant leads project management work for the Office of the Provost, applying critical thinking and problem-solving skills to special projects and assignments, including triaging challenges and escalating barriers as needed. This role compiles data, identifies specific tasks, tracks and reports progress against project plans, supports strategic planning and goal setting, and advises leadership on potential efficiencies and complementary initiatives. The Executive Assistant prepares draft communications, proofreads documents, and coordinates the production of reports for a variety of audiences. This role also identifies opportunities to streamline office processes and implements improvements in collaboration with leadership.

2) Executive-Level Support - 30%

The Executive Assistant manages the many demands on the executives' time, prioritizing requests and resolving scheduling conflicts with diplomacy and discretion. This role anticipates needs by providing necessary background and research materials in advance, ensuring executives are well-prepared for all meetings, events, and speaking engagements. The Executive Assistant prepares briefing materials, agendas, and talking points; captures notes and action items; and tracks follow-through on commitments. This role arranges complex domestic and international travel, prepares itineraries, and submits expense reports in a timely manner. The Executive Assistant drafts correspondence for a wide array of audiences, develops presentations and reports for both executive and division-wide use, coordinates events and staff retreats, and serves as a trusted liaison between the executives and internal and external stakeholders. This role also maintains directories and contact lists.

3) Office Operations Management - 20%

The Executive Assistant manages day-to-day department operations, serves as the primary point of contact for administrative task requests, and delegates to team members as appropriate. This role maintains organized systems for document management, filing, and records retention in accordance with university policy. The Executive Assistant supports financial management by preparing transactions for executive approval, including reimbursements and purchase card reconciliations, and submits requisitions and invoice documentation as directed.

Qualifications:

• Candidates must demonstrate highly effective skills in project management; written, verbal, and interpersonal communication; attention to detail; high-level data analysis; and critical thinking.
  

Executive Assistant

About the Opportunity

JOB SUMMARY

The Executive Assistant is project- and systems-focused, providing project management services and executive-level support to one or more senior leaders in the Office of the Provost. This role requires critical thinking, sound judgment, attention to detail, and the ability to handle sensitive and confidential information with discretion. The Executive Assistant gathers, assembles, and analyzes information from a wide variety of sources; compiles reports; schedules and coordinates meetings across multiple teams; and prepares agendas and related materials. This position supports the Deputy Provost, the Vice Provost and University Registrar, and the Vice Provost for Research Administration in the Office of the Provost.

This is a full-time, in-person position based five days per week on campus.

Responsibilities:

1) Project Management - 50%

The Executive Assistant leads project management work for the Office of the Provost, applying critical thinking and problem-solving skills to special projects and assignments, including triaging challenges and escalating barriers as needed. This role compiles data, identifies specific tasks, tracks and reports progress against project plans, supports strategic planning and goal setting, and advises leadership on potential efficiencies and complementary initiatives. The Executive Assistant prepares draft communications, proofreads documents, and coordinates the production of reports for a variety of audiences. This role also identifies opportunities to streamline office processes and implements improvements in collaboration with leadership.

2) Executive-Level Support - 30%

The Executive Assistant manages the many demands on the executives' time, prioritizing requests and resolving scheduling conflicts with diplomacy and discretion. This role anticipates needs by providing necessary background and research materials in advance, ensuring executives are well-prepared for all meetings, events, and speaking engagements. The Executive Assistant prepares briefing materials, agendas, and talking points; captures notes and action items; and tracks follow-through on commitments. This role arranges complex domestic and international travel, prepares itineraries, and submits expense reports in a timely manner. The Executive Assistant drafts correspondence for a wide array of audiences, develops presentations and reports for both executive and division-wide use, coordinates events and staff retreats, and serves as a trusted liaison between the executives and internal and external stakeholders. This role also maintains directories and contact lists.

3) Office Operations Management - 20%

The Executive Assistant manages day-to-day department operations, serves as the primary point of contact for administrative task requests, and delegates to team members as appropriate. This role maintains organized systems for document management, filing, and records retention in accordance with university policy. The Executive Assistant supports financial management by preparing transactions for executive approval, including reimbursements and purchase card reconciliations, and submits requisitions and invoice documentation as directed.

Qualifications:

• Candidates must demonstrate highly effective skills in project management; written, verbal, and interpersonal communication; attention to detail; high-level data analysis; and critical thinking.