Executive Assistant I

Department:

External Relations and Communications

Location:

Belknap Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R106866

Minimum Requirements:

Bachelor's degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience. Grade 5 (Salary)

Position Description:

The Executive Assistant to the Vice President of Communications and Marketing (VPCM) operates independently and executes a variety of complex and routine administrative duties in support of day-to-day operations of the office. This position assists with confidential issues, including maintaining sensitive documents and information, and provides excellent communication between the VPCM, executive offices, university leadership, and Office of Communications and Marketing (OCM) customers.

Essential Duties and Responsibilities

• Provides general administrative support for a wide range of activities and projects on an as-needed basis for the VPCM. Completes administrative matters at the direct request of the VPCM and in response to leadership team matters. Oversee and provide support for wide range of activities and projects. Will have oversight responsible for team projects, team communications and supervises others as directed by VPCM.

• Oversee, prioritize, and plan complex schedule of meetings for the VPCM. Manage time for meeting preparation and organize relevant information for meetings. Set up meetings and individual appointments at the request of VPCM. Coordinate meetings and interactions with OCM Leadership team.

• Responsible for appropriate preparations based on the day’s agenda, including facilitation and collection of background briefings and relevant materials.

• Independently manage special projects for VPCM including understanding and articulating goals and desired outcomes, establishing timelines and prioritizing steps/tasks. 

• Oversee daily operational functions for OCM as needed. Serve as procurement cardholder, assisting in budget preparation, IT liaison and support department hiring and onboarding of new employees.

• Expense/Finance and Travel Arrangements, responsible for making travel arrangements and preparing expenses reports in compliance with all financial policies, professional association memberships, event attendance, and reimbursement requests.

• Serve as liaison and point of contact for the VPCM with university administrators and oversee management of VPCM calendar and respond independently. Relay information to and from VPCM with other upper-level administrators.

• Assist VP on leadership projects and other committee projects as needed.

• Must review drafts, proofreads, and edits documents, creates and formats presentations and reports, as well as proofread other materials and presentations, as required.

• Maintains digital assets and repositories relating to committee work, presentations, and internal records based on local guidance and in accordance with the University’s record retention schedule.

Preferred Qualifications

• Excellent analytical, verbal, and written communication skills and ability to convey information clearly and concisely.

• 3 years of work experience in the field of higher education

• Strong time management and problem-solving skills, and the ability to prioritize competing demands in a fast-paced environment.

• Strong proficiency with MS Office applications (i.e., Outlook, Excel, Word and PowerPoint, etc.)

• Demonstrated attention to detail.

• Proven ability to initiate and manage multiple tasks under competing deadlines and shifting priorities.

Competencies

• Proactive - anticipates and plans for problems before they arise.

• Flexible - ability to change directions as needed for the good of the department or organization.

• Service Excellence - responsive, informs team members of process, pleasant to work with, educates and provides timely, accurate information.

• Organized - manages time effectively, keeps tasks appropriately prioritized.

• Critical Thinking - ability to think through issues and identify appropriate options.

• Work Ethic - motivated, diligent, industrious, and persistent in the workplace, stays on tasks to completion, works at a fast pace to ensure optimal efficiency.

• Interpersonal - can build effective, strong working relationships with employees, colleagues, management and vendors through trust, communication, and credibility.

• Team - ability to work with others, serve others, help others, lead others, take directions from others