"Executive Assistant for the Vice Presidents of Campus Operations & Finance and Univ Planning (1005)"

Institution Information

Idaho State University, established in 1901, is a Carnegie-classified doctoral research and teaching institution, with a culture built on trust, compassion, stability, and hope. ISU serves over 12,000 students in Pocatello, Meridian, Twin Falls, and Idaho Falls. Students and faculty at ISU are leading the way in cutting-edge research and innovative solutions. We are proud to offer exceptional academics nestled in the grand, natural beauty of the West. We invite you to apply to be a part of our University community!

Job Description

Pocatello - Main
NOT eligible for remote work, on-campus position
Priority Date: April 13, 2026

The Offices of the Vice President for Campus Operations and Vice President for Finance and University Planning are seeking an experienced professional for delivering high quality executive support. The Executive Assistant will thrive with the opportunity to work at a fast pace, multi-task, and exercise autonomy in problem solving and project coordination. As an integral part of the Office team, the Executive Assistant has direct responsibility for carrying out the administrative management and technical duties of the Office. The incumbent is responsible for a wide range of complex and confidential administrative and operational functions. These responsibilities include executive office management; high-volume communication and interaction with executive leadership, necessitating exposure to, and having the authority to handle, sensitive information. The position carries substantial responsibility and requires a broad range of skills and the ability to exercise considerable judgment and discretion, initiative, and independence. This position interacts frequently with University administration, state/ local officials, community business and industry partners, and with other senior-level university officials and their constituents, requiring precise and timely action and communication.

The primary focus of this position is to ensure that complex and sensitive administrative and management needs of the Office are managed and that schedules, meetings, preparation materials, projects, travel, and all administrative activities for the Vice Presidents occur seamlessly

This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Key Responsibilities

• Manage high-volume executive scheduling; intake, prioritize, coordinate meetings, appointments.
• Anticipate time required for executive review, tasks, projects; allocate appropriate work time.
• Balance internal priorities with external demands from city leaders, industry partners, state agencies, the Idaho State Board of Education.
• Maintain awareness of key internal, external stakeholders aligned with Office priorities.
• Coordinate travel arrangements, logistics, including airline reservations, accommodations.
• Ensure executives remain on schedule by managing meeting timing, transitions, deadlines.
• Coordinate logistics for meetings, events involving leadership, government officials, community partners, faculty, staff, students.
• Coordinate meeting agendas, materials by requesting agenda items, gathering background information, assembling briefing documents.
• Track follow-up actions, ensure participants are prepared for meeting objectives.
• Prepare briefings, talking points, presentations, project updates, executive summaries.
• Provide coordination for new, ongoing projects, initiatives.
• Assist with project planning, tracking tools, meeting coordination, communications, reporting.
• Maintain project documentation, timelines, action tracking.
• Process travel authorizations, expense reimbursements in compliance with state, university policies.
• Coordinate office, meeting, event logistics including catering, travel, registrations, meeting space arrangements.
• Receive, triage concerns directed to the Office, route issues appropriately.
• Respond to inquiries or refer individuals to appropriate departments based on knowledge of university procedures.
• Provide general office support including organization of files, records, meeting documentation.
• May supervise temporary, student employees.
• Draft, finalize memos, letters, reports, speeches, other communications for the Vice Presidents.
• Receive, sort, distribute incoming mail.
• Prepare draft responses to email, written correspondence.
• Assist with confidential communications including State Board reports, personnel matters, correspondence with elected officials, partner institutions.
• Maintain Office website content, contact information.
• Coordinate mass communications, web updates with ISU Marketing, Communications.
• Manage records, files, reports.
• Coordinate payments to vendors.
• Lead or support special initiatives, projects at leadership request.
• Maintain discretion, confidentiality with sensitive information.
• Perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree from an accredited university in a relevant field. In place of a bachelor's degree, a minimum of six (6) years combined training, education, and experience may be considered.
• At least five (5) years of paid work experience providing administrative support.
• Demonstrated ability to organize, plan, and manage complex logistics.
• Demonstrated interpersonal skills, along with a proven ability to to work independently and under pressure, maintaining highly professional demeanor.
• Strong Information Technology and computer skills, including extensive knowledge of Microsoft Office, Google Suite and the ability to learn new programs and software.
• Excellent communication skills, both written and verbal are essential.

Preferred Qualifications

• Preference may be shown to candidates who have experience performing the related duties and responsibilities in supporting an executive in an institution of higher education, or similarly complex organization.

Additional Information

You must submit your CV/resume, cover letter, and list of three (3) professional references, including current contact information. This position will remain open until it is filled; however, priority consideration will be given to applications received on or before April 13, 2026. Salary will be between $60,000 and $65,000 per year, commensurate with education and experience. Benefits include comprehensive health, dental, and vision; life insurance; disability plan; employee assistance program (EAP); excellent retirement options and company contribution; and generous paid time off/sick leave accrual. All offers of employment are conditional pending the successful completion of a background investigation, provided by HireRight.

Posting Number: req2701
Type: Working 12 months per year
Position: Non-classified Staff
Division: Campus Operations, Finance & University Planning