"Executive Assistant to the Provost"

Job Description

Executive Assistant to the Provost

Wright State University

EEO Statement: Wright State University is an equal opportunity employer.

Faculty Rank or Job Title: Executive Assistant to the Provost

Job Category: Administrative (exempt/non-exempt)

Department: Provost

EEO number: 25P356

Position FTE: 100%

Minimum Annual or Hourly Rate: $55,000

Salary Band: S05

Job Summary/Basic Function

Provide high-level executive administrative support for all activities of the Provost, the University's chief academic officer. Ensure the efficient, effective, and professional operations of the Office of the Provost in alignment with institutional priorities and national best practices. Demonstrate commitment to continuous quality improvement and provide outstanding service to internal and external stakeholders at the highest levels of the university and community.

Minimum Qualifications

• Bachelor's degree and two (2) years of related experience, OR Associate's degree and four (4) years of related experience.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills, including experience in writing, editing, and proofreading.
• Ability to calculate and analyze basic numerical data.
• Proven administrative or executive assistant experience.
• Knowledge of office management systems, practices, and procedures.
• Strong attention to detail with excellent planning, organizational, and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Preferred Qualifications

• Bachelor's degree in business administration, communications, management, or a related field.
• Five (5) or more years of progressively responsible experience supporting executive leadership, preferably in a higher education or nonprofit setting.
• Experience supervising staff and managing office operations.
• Demonstrated ability to manage multiple priorities and projects in a fast-paced environment.
• Familiarity with university governance structures, accreditation processes, and academic administration.
• Proficiency with enterprise-level software systems (e.g., Banner, PeopleAdmin, or equivalent).
• Experience supporting senior-level meetings, including agenda preparation, minutes, follow-up tracking, and distribution of supporting materials.
• Experience coordinating executive events, accreditation visits, or leadership retreats.
• Strong interpersonal skills with the ability to work effectively across diverse stakeholder groups, including senior leadership, faculty, staff, students, trustees, and external partners.

Essential Functions and percent of time

35% - Office Operations Management

• Manage the operations of the Office of the Provost, executing a broad and complex range of assignments and exercising independent judgment.
• Provide independent administrative support and necessary decision-making in the absence of the Provost; convey delegated decisions to academic and administrative units.
• Develop and implement policies, procedures, and systems that ensure productive and efficient operations.
• Review and approve leave requests (vacation and sick leave) for the Provost's direct reports.
• Supervise the Administrative Specialist and oversee day-to-day office activities.
• Initiate, draft, and prepare correspondence, reports, presentations, and communications.
• Anticipate problems, critical issues, and opportunities, advising the Provost accordingly.
• Provide input on issues related to university operations and priorities.
• Handle sensitive and confidential matters with the highest discretion.
• Coordinate Provost-led initiatives and special assignments.
• Exercise signature authority for the Provost when appropriate.

35% - Schedule, Communications, and Event Management

• Manage the Provost's schedule and maintain effective calendar systems.
• Collect, analyze, and organize data needed for meetings, briefings, and appointments.
• Serve as the first point of contact for inquiries from internal and external constituencies, providing information or directing to the appropriate office.
• Meet with unscheduled visitors, resolving or redirecting issues as needed.
• Investigate, resolve, or escalate problems and concerns presented to the Provost.
• Shape, draft, and disseminate messaging, correspondence, and digital communications on behalf of the Provost's Office.
• Coordinate special events and visits hosted by the Provost, including Board retreats, accreditation visits, and leadership retreats.

25% - Liaison, Governance, and Committee Support

• Serve as the primary administrative liaison with the Provost's Council of Vice Provosts and Deans, Faculty Governance, senior administrators, and external community partners-fostering strategic collaboration and strong partnerships with all, both collectively and individually.
• Research, analyze, and compile information to develop recommendations, reports, or directives from the Office of the Provost.
• Develop, distribute, and manage agendas, supporting materials, and action tracking for Provost-led meetings, councils, and committees.
• Serve as note-taker and prepare official minutes for Board of Trustees meetings.
• Provide strategic problem-solving support and guidance across academic and administrative units.
• Support academic leadership reviews and onboarding of new university leaders.
• Ensure effective communication management for the Office of the Provost, including coordination of newsletters, bulletins, or other faculty and leadership updates.

5% - Other Duties

• Perform other duties as assigned to advance the mission of the Office of the Provost.

Working Conditions

Fast-paced office environment. To preserve the safety and security of the campus community and to maintain the integrity of university operations, it is the policy of Wright State University making an employment offer contingent on various background checks, such as a criminal record, credit history when job related and/or education verifications. Additionally, an administrative review shall be conducted whenever the university learns that an employee is charged with or convicted of a crime (except for minor vehicle violations). Frequently asked questions related to background checks may be found on the Human resources website at http://www.wright.edu/human-resources. Effective July 1, 2017, per Policy 7230 Wright State University is tobacco-free. Tobacco use, including the sale, advertising sampling and distribution of tobacco products and tobacco related items is prohibited in all university facilities, on all university owned or leased grounds, university owned or operated residence halls and apartments, and at all university sponsored events regardless of location. Tobacco use is also prohibited in all university vehicles or on any equipment owned, leased or operated by Wright State University. This policy applies to anyone on campus including students, faculty, staff, visitors, consultants, vendors, patients, volunteers, and contractor employees.

Special Instructions to Applicants

First Consideration Date: 09/03/2025

Closing Date:

Open Until Filled: Yes

To apply, please visit: https://jobs.wright.edu/postings/21373