"Executive Assistant"

Posting Summary

The Executive Assistant supports the Provost, Vice President for Academic Affairs, and Dean of Teachers College in leading Academic Affairs. This position provides administrative support for the Office of Vice President for Academic Affairs and the Vice Dean for Faculty Affairs; supports day-to-day activities of the Provost’s office; provides support for ongoing projects for the Directors of Budget and Finance, and Academic Affairs in the Office of the Provost; handles sensitive and confidential information appropriately and discreetly; assists with support of the Vice Dean for Faculty Affairs, including coordination and organization of events, meetings, and materials.

Job Summary/Basic Function

The Executive Assistant supports the Provost, Vice President for Academic Affairs, and Dean of Teachers College in leading Academic Affairs. The person in this role:

• Provides administrative support for the Office of Vice President for Academic Affairs and the Vice Dean for Faculty Affairs
• Supports day-to-day activities of the Provost’s office, including the calendar for the Provost, correspondence, and general office activities.
• Provide support for ongoing projects for the Directors of Budget and Finance, and Academic Affairs in the Office of the Provost
• Assists with the coordination of the Faculty and Department Chair meetings as well as the Board of Trustees reports and meeting materials
• Handles sensitive and confidential information appropriately and discreetly
• Updates the Provost’s Office website, provides administrative support for annual Provost-led events, coordinates the quarterly News and Notes newsletter, and acts as the point person for internal faculty awards
• Assists with support of the Vice Dean for Faculty Affairs, including coordination and organization of events, meetings, and materials.

This position requires full-time, on-site presence and is not eligible for remote work, with the exception of the summer Friday remote arrangements. Because the Executive Assistant provides critical in-person support to the daily operations of the Provost’s Office, the individual in this role is expected to be on campus five days a week throughout the academic year.

Characteristic Duties and Responsibilities

• Support and administration: Provide support for the Provost's and Vice Dean of Faculty Affairs office, schedule, and projects as assigned
• Coordination: Coordinate Meetings, Special Events, Materials, and Records.
• Communication: Manage communication and dissemination of information within the office, as well as to the Academic Affairs areas, and the College at large.
• Administrative Support: Provides administrative support for all internal faculty awards, all meeting preparation, provides backup support for the faculty recruitment process, and orders office supplies for the office
• Logistical Support for Provost travel, reservations, reimbursements
• Other duties as assigned in order to support the goals and objectives of the Provost's Office

Minimum Qualifications

• Education: Bachelor’s Degree or equivalent
• Experience: 5+ years of experience supporting senior management in a complex higher education environment.
• This position requires an extremely high level of organizational skills and outstanding interpersonal and communication skills (written and verbal).
• The successful candidate will have the ability to work effectively and sensitively with a diverse group of students, faculty, and staff and to handle sensitive and confidential materials and situations.
• Because much of this work moves through digital environments, we require a high level of proficiency with information technology applications, including spreadsheets, presentation software, and word processing. We seek expertise in all Microsoft Suite software, Adobe Acrobat, and Google applications, web editing, and Zoom.
• The Provost’s Office depends on our staff to work successfully in a team environment, as well as work independently. Because this position regularly sends out official documents on behalf of the Provost and the Provost’s Office, a high degree of attention to detail and accuracy is necessary.
• A demonstrated ability to exercise a positive attitude in the face of challenges, exercise solid judgment, and handle challenging situations with tact and diplomacy

Preferred Qualifications

• The preferred candidate will have excellent problem detection and problem-solving skills, a track record of establishing and maintaining positive work relationships with diverse people across departments and divisions, and a demonstrated commitment to creating hospitable and inclusive environments.
• The preferred candidate will have experience in the dual role of supporting senior management and building community within and across work teams for the greater good.

Salary Range

$81,000 - $91,000

Work Modality

Onsite