Executive Assistant

The Executive Assistant (EA) provides executive-level administrative support to the AVP of Institutional Equity and Compliance and provides general administrative support for the Office of Equity Compliance and Reporting (OECR). The Assistant supports the AVP across all activities and ensures there is follow through on all agendas, logistics, and initiatives. This includes high-level, direct support with calendar management, event planning and management, the OECR operating budget, and liaising with internal offices. The incumbent is relied upon to research, analyze and resolve issues that arise to make effective use of the management team's time. The EA serves as an initial point of contact for the office, including in many high stress or crisis situations, and deals with a wide variety of key office constituents including students in a fast-paced setting. The EA manages calendars and coordinates appointments with large groups and individual students, provides meeting and event support, tracks and orders inventory and supplies, assists with office equipment setup and maintenance in collaboration with campus partners, and assists with financial and recordkeeping functions.

The EA regularly exercises confidentiality, diplomacy and discretion in supporting the AVP and leadership while managing sensitive and confidential information. In addition to managing daily correspondence, the EA prepares background and meeting materials, reports and basic data collation. This position will require flexible hours including occasional evenings and weekends in conjunction with the AVP's schedule and commitments.

Job Qualifications

Education and experience

• Bachelor's degree plus at least 2 years of administrative experience, or equivalent combination of skills and experience.
• Experience in a university setting is preferred.

Job Competencies

• Excellent oral and written communication skills with a very strong customer service orientation.
• Excellent analytical and problem-solving skills for identifying needs and solutions.
• Customer-focused, customer service oriented.
• Excellent attention to detail.
• Experience with event planning and scheduling.
• Works independently and uses judgment and discretion.
• Ability to be flexible in a constantly shifting environment with tight deadlines and high volume of activity.
• Excellent administrative and organization skills to facilitate timely and professional deliverables.
• Initiative and ability to work independently and as a member of a team.
• Ability to multi-task and prioritize workload.
• Experience working in a large, fast paced, diverse, and inclusive work setting.
• Excellent computer proficiency, including Zoom, Google Suite of collaborative tools, Microsoft Office, Excel, Word, PowerPoint, Workday; scheduling software (Google preferred); Adobe Professional and other database systems.
• Strong analytical and problem-solving skills for identifying needs, conducting research and developing innovative proposals, solutions and programs.
• Ability to comfortably and often serve as the first point of contact for the AVP and OECR.
• Demonstrated ability to maintain high-level discretion, confidentiality, and lead with tact.
• Proven written communication and editing skills for preparing correspondence, documents, reports and executive level correspondences, utilizing correct spelling, grammar, and punctuation.
• Sensitivity to students and other constituents with varying and intersectional identities.

Job Posting Title:

Executive Assistant

Department:

Office of Equity Compliance and Reporting

Grade:

Grade 8

Worker Type:

Employee

Worker Sub-Type:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

37.5

Position Work Location:

Hybrid