Executive Secretary II

Position Summary

The executive secretary supports the assistant dean for global learning and innovation and Center for Global Learning and Innovation leadership with general day to day operations of the office. This includes managing the director’s calendar, arranging domestic and international travel, attending meetings and events with/on behalf of the director in addition to other duties. The executive secretary will assist with managing projects, conducting benchmarking research, preparing and editing correspondence, and with producing reports, presentations, and briefs. This position also has Center for Global Learning and Innovation office reception duties, including answering phones and responding to basic inquiries. 

Hybrid work statement: Education Abroad is currently operating under a hybrid modality structure with staff working three days in person and two days remote per week. 

Core Duties & Responsibilities

Executive Assistance

• Provide assistance to the Assistant Dean for Global Learning and Innovation with general day to day operations of the office, which includes, but is not necessarily limited to the following:

• • Manage their calendar and provide support with planning and scheduling meetings and appointments
  • Organize and maintain files, documentation and records
  • Attend meetings and events with/on their behalf as requested and taking notes

• Provide administrative support to Center for Global Learning and Innovation leadership including:

• • Route exchange and direct-enrollment agreements through the signatory process
  • Route exchange and direct-enrollment agreements to international partners or organizations after signatory process has been completed
  • Provide administrative and logistical support for inbound exchange student processing
  • Receive and prepare new program development proposal applications for review
  • Schedule meetings
• Assist the center leadership with managing projects, conducting benchmarking research, prepare and edit correspondence, and with producing reports, presentations, and briefs

Meeting Management & Assistance

• Responsible for event logistics including scheduling meetings, preparing agendas, writing and distributing minutes as well as ordering catering as needed for the Advisory Council on Education Abroad meetings, weekly leadership meetings and any other committee/group meetings for the center as requested by leadership

Travel Support & Assistance

• Arrange domestic and international travel for the Assistant Dean for Global Learning and Innovation, which includes preparing itineraries and processing and reconciling travel authorizations
• Provide travel support and assistance to members of the leadership team as requested
• Assist the finance office with processing international travel receipts for staff as needed
• Process and reconcile travel authorizations for staff as needed

Reception Assistance & Student Services

• In coordination with the office manager, make arrangements for hosting external guests visiting the center when needed
• Provide reception services including receiving calls, taking messages, routing correspondence, and receiving visitors
• Complete other administrative duties as requested by leadership

Education Abroad Operations Support

• Assist with special project coordination as assigned
• Assist with Education Abroad course enrollment through communication with program coordinators, reviewing student’s ViaTRM applications and sending individualized enrollment requests to the Registrar’s Office
• Prepare EA students’ international entry documents and coordinate their collection by students in the office and send electronic immigration documents to students for other programs
• Communicate with students and families to assist with their EA applications or answer scholarship questions
• Enroll EA students in the US Department of State’s STEP program.
• Serve as the Visual Compliance point person for the center which includes sending all potential partner institutions, collaborating international companies/vendors, international visitors, etc. through restricted party screening to ensure US governmental regulation compliance

Professional Development (5%)

• Contribute to the profession of global learning, which may include attending and/or assisting with regional, national and international conferences each year as necessary/appropriate/fiscally feasible
• Contribute to the field of global learning, which may include producing and/or assisting with scholarly publications, conducting outcomes assessment res