Executive Assistant, Senior, EVC/CAO Academic Affairs

Job Summary

This position at the University System Office (USO), Academic Affairs division, requires an exceptional level of trust, discretion, and capability managing complex activities in a fast-paced environment. Reporting to the Executive Vice Chancellor and Chief Academic Officer (EVC/CAO), the Executive Assistant, Sr., will provide high-level administrative support and will serve as the confidential assistant to the EVC/CAO on a wide variety of tasks.

Responsibilities

• Manage the EVC/CAO calendar, scheduling appointments, meetings, correspondence, travel arrangements/reimbursements and documentation.
• Collaborate with other Academic Affairs division staff as directed by the EVC/CAO.
• Provide back-up assistance, as needed, to senior staff members outside of Academic Affairs.
• Provide assistance with the Board of Regents Committee on Academic Affairs monthly board agenda, which includes posting the agenda and reporting committee minutes.
• Maintain the Vice President for Academic Affairs Listserv (VPAA-L) which includes making updates and recommendations.
• Assist the EVC/CAO with fiscal/budget administration including submitting payment requests, purchase orders, etc. for the Academic Affairs division, and liaising with the budget office.
• Work in a fast-paced environment to support activities/groups initiated by the EVC/CAO.
• Perform additional duties as assigned by the EVC/CAO.
• Monitor, track, and manage budget for EVC/CAO unit(s) and advise the EVC/CAO on all budget matters.
• Serve as the primary point of contact between the USO budget office and EVC/CAO office.
• Serve as the primary point of contact between the academic affairs office, institutions, and external stakeholders.
• Coordinate meetings convened by EVC/CAO including, but not limited to, USG provosts, enrollment heads, student-affairs heads, and the faculty council.
• Anticipate needs before they arise, multi-tasking in a high-pressure, fast-paced environment.
• Handle sensitive matters with confidentiality and sound judgment.
• Manage and coordinate complex calendars, prioritize meetings, and resolve scheduling issues.
• Exercise independent judgment to resolve immediate operational friction points, determining when to act autonomously and when to escalate to the EVC/CAO.
• Some travel may be required.

Required Qualifications

• Bachelor's degree required.
• At least 5 years of work experience, of which at least 2 years should be in a role that provides executive assistance to senior leaders.

Knowledge, Skills, & Abilities

• Experience in managing budgets.
• Experience arranging and planning in-person and online meetings and events.
• Demonstrated history of handling highly sensitive data, personnel issues, and confidential legal/educational records with strict discretion.
• Experience delivering results in a fast-paced environment.
• Exceptional organizational and project-management skills.
• Strong oral and written communication skills.
• Strong team orientation and a willingness and ability to learn.
• Experience with finance, human resources, and other organizational functions.
• Experience with enterprise software such as PeopleSoft, used for human resources, financial management, and other enterprise functions.
• Experience with higher education, especially within Georgia.