Chief of Staff Assistant

Overview

Utah State University (USU) is seeking a highly organized and professional Chief of Staff Assistant to provide executive level administrative support to the Vice President of Institutional Affairs & Chief of Staff. This position plays a crucial role in facilitating efficient operations within the office of the President and supporting the broader initiatives of the university. The ideal candidate will possess exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion.

This position is eligible for hybrid work within the state of Utah

Responsibilities

• Serve as the primary point of contact for the Vice President of Institutional Affairs & Chief of Staff preparing and managing correspondence and reports, scheduling, managing administrative tasks and responding to inquiries with professionalism and confidentiality.
• Coordinate and maintain the Chief of Staff's calendar, scheduling appointments, meetings, and travel arrangements, ensuring efficiency and accuracy.
• Prepare and distribute agendas, presentations, and other materials for meetings, ensuring all necessary documentation is complete and readily available.
• Assist in the coordination of special projects, events, and initiatives led by the Vice President of Institutional Affairs & Chief of Staff, providing virtual logistical support and coordination as needed.
• Draft, edit, and proofread correspondence, reports, and presentations with attention to detail and adherence to university standards.
• Maintain electronic and physical filing systems, organizing documents and records in a systematic and accessible manner.
• Coordinate communication and collaboration with internal and external stakeholders, including university administrators, faculty, staff, and community partners.
• Act as a liaison between the Vice President of Institutional Affairs & Chief of Staff and other university departments, ensuring effective communication and coordination of activities.
• Perform other administrative duties as assigned, demonstrating flexibility and adaptability to changing priorities and responsibilities.

Qualifications

• Bachelor's degree required, and 2 years of relevant experience.
• Proven experience in an administrative support role, supporting executive-level leadership.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
• Excellent written and verbal communication skills, with the ability to communicate effectively with individuals at all levels of the organization.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Strong interpersonal skills, with the ability to work collaboratively in a team-oriented environment.
• Ability to anticipate needs, problem-solve, and take initiative to ensure tasks are completed accurately and efficiently.
• Knowledge of university policies, procedures, and protocols is desirable.

Required Documents

Along with the online application, please attach:

Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV” 

Cover letter to be typed/pasted at the end of your application  

Contact Information for Three Professional References

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with experience

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions. The employee is frequently required to reach with hands and arms and may lift and/or move up to 10 pounds. 

University Highlights

Founded in 1888, Utah State University is Utah’s premier land-grant and space-grant university, with a strong commitment to excellence, access, and inclusion. USU serves approximately 27,500 students throughout the state at three residential campuses, eight statewide campuses, and 23 education centers. USU Online has served students from all 50 states and 55 countries for over 25 years, and USU Extension provides outreach and service to all counties in Utah.  

 

As a land-grant university, USU engages communities and empowers people to lead successful lives of involvement, innovation, and impact. As an R1 research institution, USU provides a high-quality undergraduate and graduate education at an affordable price. Washington Monthly has consistently ranked USU in the top 10 among public universities for contribution t