Executive Assistant to the Provost/Vice President Academic Affairs - Confidential Clerical

Executive Assistant to the Provost/Vice President Academic Affairs - Confidential Clerical

Allendale, MI
Full Time
R104523

The Executive Assistant to the Provost provides high-level administrative and operational support to the Provost and Executive Vice President for Academic Affairs. This position is responsible for managing the Provost's daily operations, coordinating executive-level activities, and ensuring the effective implementation of Academic Affairs priorities. Working closely with the Assistant/Associate Vice Presidents and other members of the Provost's Cabinet, the Executive Assistant supports divisional initiatives through detailed coordination, project tracking, communication support, and operational follow-through. This role requires discretion, exceptional organizational and communication skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced executive environment.

Job Classification & Benefits:

Confidential Clerical Role - Minimum starting wage of $37.00 per hour

Comprehensive benefits package including medical, vision, dental, life insurance, generous employer retirement contributions, wellness resources and tuition waiver effective on date of hire.

PRIMARY DUTIES

Calendar & Daily Operations

• Independently manage the Provost's daily administrative operations using sound judgment and professionalism and anticipating emerging needs.
• Manage the Provost's complex and dynamic calendar, including arranging meetings with senior leaders, faculty governance, external partners, and community stakeholders.
• Prioritize scheduling requests in alignment with divisional priorities and time-sensitive matters.
• Coordinate meeting logistics including space reservations, technology, catering, and materials preparation.
• Prepare agendas and ensure supporting documentation is organized and accessible to all attendees.
• Manage and monitor expense tracking for the Provost, including reviewing and reconciling P-card, expense reports, and mileage reports.

Project Coordination & Implementation Support

• In collaboration with the Assistant Vice President for Administrative Operations and Academic Communications, provide project management and implementation support for Academic Affairs initiatives, annual action plans, and divisional administrative processes.
• Develop, maintain, and update project tracking tools, timelines, and follow-up systems to support execution of divisional priorities.
• Coordinate with colleges and divisional units to collect information and ensure timely progress on strategic Academic Affairs initiatives.

Executive Communications & Materials Preparation

• In collaboration with the Assistant Vice President for Administrative Operations and Academic Communications, develop and manage the timeline for preparing the Provost's communications, messages, and speeches.
• Draft, edit, format, and distribute correspondence, presentations, and meeting materials on behalf of the Provost.
• Prepare background materials and briefing documents for the Provost's internal and external engagements.
• Coordinate preparation of materials for Provost's Cabinet and Board of Trustees meetings.
• Monitor action items and ensure timely follow-up.
• Show professionalism and care in responding to and monitoring questions and concerns from faculty, staff, students, and external stakeholders.

Other responsibilities

• Provide collaborative leadership among the Executive Assistants in the Office of the Provost.
• Perform other duties as assigned.