"Executive Assistant"

JOB PURPOSE:

Administer and support administrative programs or functions under general supervision of the Assistant Vice Provost. Anticipate the needs of this senior level manager (subsequently referred to as “supervisor” for this document) and proactively solve problems and/or independently handle issues. Implement, administer, and evaluate day-to-day activities of the division by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program. May be responsible for leading other administrative staff or subordinates.

CORE DUTIES*:

• Independently implement, administer and evaluate day-to-day activities of the division, function, or program. Act as key contact.
• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
• Analyze and interpret policies; develop, revise and implement procedures for program or function.
• Represent the program or function within the department, unit or school. May also represent the program or function to external constituencies.
• Organize and/or participate in outreach activities that may include communications, events, training, and/or conferences. May participate in development of budgets or oversee budgets and monitor and approve expenditures.
• May direct staff to perform various tasks and assignments. May also supervise staff.
• Manage supervisor’s complex, dynamic calendar across internal and external stakeholders. Protect their time, track changes in real-time, and independently commit their availability based on deep understanding of priorities.
• Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing their time. May occasionally represent the supervisor by attending meetings in their absence; speaking for the supervisor.
• Act on behalf of the supervisor by establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require their attention.
• Serve as the liaison to various internal and external constituencies, including screening correspondence, telephone calls, and drops ins; keep the supervisor informed of all matters requiring their attention.
• Organize, plan, and coordinate logistics for outreach activities that may include developing communications, space reservations, catering, and materials for internal and external events and/or conferences.
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
• Proofread, draft, and edit communications, including all-staff messages, event announcements, contact lists, and executive emails.
• Manage complex business travel in compliance with unit, university, and sponsor policies.
• Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
• Maintain organized digital files, shared documents, and office systems; oversee supplies and office operations.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Highly desired: excellent verbal and written communication skills, including editing and proofreading.
• Demonstrated ability to prioritize own work and multi-task.
• Demonstrated excellent organizational skills.
• Demonstrated ability to take initiative and ownership of projects.
• Ability to communicate effectively both orally and in writing.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Demonstrated experience working independently and as part of a team.
• Relevant subject matter knowledge.
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.
• Excellent planning skills.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Ability to adapt to changing priorities and meet deadlines.

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently stand/walk, sit, grasp lightly/fine manipulation.
• Occasionally use a telephone.
• Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

WORKING CONDITIONS:

• May work flexible work schedule including weekends.

The expected pay range for this position is $105,000 to $115,000 per annum.

Requisition #107911 | Post Date: Dec 11, 2025

This role is designated as essential and requires incumbents to report to work onsite. Telecommuting is not available for this role.