Administrative Assistant - Office of the President

Position Title:

Administrative Assistant - Office of the President

Job Group:

Professional & Scientific

Required Minimum Qualifications:

High school diploma or equivalent and 3 years of related experience

Preferred Qualifications:

Experience supporting senior level administration
Experience managing and tracking multiple projects with a high-level attention to detail
Experience with confidential information and time-sensitive assignments
Experience utilizing technology and preparing for virtual/hybrid meetings and presentations

Job Description:

The Office of the President at Iowa State University is seeking a dedicated and professional Administrative Assistant, reporting to the Senior Advisor to the President, to provide high-level organizational, operational, and project support for this critical office.

This role is instrumental in ensuring the smooth and efficient operation of the President’s Office, providing direct administrative support to the Senior Advisor to the President as well as other members of the Office of the President generally.

Activities include typical administrative work in support of a wide range of activities, including special projects, meetings, and events.  Responsibilities require technical proficiency, anticipatory skills, decision-making, and professional judgement.

Key Responsibilities:

• Serve as the first point of contact for the Office of the President, providing reception, excellent customer service, managing inquiries and directing them appropriately.
• Provide collaborative administrative support, including preparing, reviewing, and processing outgoing correspondence and documents for accuracy and completeness.
• Coordinate the scheduling of high-level internal and external stakeholder meetings, committees, and special events.
• Manage databases, distribution lists, and listservs to maintain accurate and accessible records.
• Organize and make arrangements for special tours, meetings, and travel as needed.
• Research and prepare background materials and other relevant information to support the Senior Advisor to the President and respond to specific requests or office needs.
• Ability to work professionally, communicate well and collaborate with colleagues to execute tasks, meet deadlines, and achieve shared goals.

Level Guidelines
• Career-level position demonstrating proficiency and knowledge of related competencies
• Works under direct to general supervision and may receive guidance on more complex assignments
• Follows established procedures for work assignments, and completes assignments which are semi-routine and may be atypical in nature
• Applies thorough knowledge to respond to inquiries and requests
• Able to resolve most problems and issues and respond to requests without escalation
• Provides guidance to students
• May provide supervision to one to two other staff or lead a small work team

 

Appointment Type:

Regular

Number of Months Employed Per Year:

12 Month Work Period

Time Type:

Full time

Pay Grade:

PS806

Application Instructions:

To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:

1) Resume/Curriculum Vitae
2) Letter of Application/Cover Letter

If you have questions regarding this application process, please email employment@iastate.edu or call 515-294-4800 or Toll Free: 1-877-477-7485.

Why Choose ISU?

Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental; as well as:
• Retirement benefits including defined benefit and defined contribution plans
• Generous vacation, holiday and sick time and leave plans
• Onsite childcare (Ames, Iowa)
• Life insurance and long-term disability
• Flexible Spending Accounts
• Various voluntary benefits and discounts
• Employee Assistance Program
• Wellbeing program

Original Posting Date:

December 12, 2024

Posting Close Date:

December 18, 2024

Job Requisition Number:

R16079