Executive Assistant

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Job Title:

Executive Assistant

Department:

Advancement | Development Foundation Relations

Position Overview

Working in support of Corporate and Foundation Engagement (CFE), the Executive Assistant is responsible for providing professional front-line administrative support for senior leaders. This role involves proactively reviewing, managing and prioritizing complex schedules and visits, planning for meetings by preparing agendas, briefings, and other written materials, and coordinating all aspects of travel, including mileage and accommodations. The Executive Assistant handles reimbursements and financial paperwork, including requisition authorizations and is responsible for screening and managing sensitive or complex inquiries. This position interacts regularly with a variety of people including corporate and foundation contacts, university leadership, faculty, staff, and general public. Additional responsibilities include creating and maintaining reports and records, typing technical and/or confidential materials, maintaining and safeguarding records of a highly confidential nature related to corporate investments and foundation gifts and grants.

The Executive Assistant is expected to be able to effectively manage multiple priorities and competing time demands and provide exceptional customer service, be a self-starter, have excellent organizational, interpersonal, written and verbal communication skills, and the ability to work as a part of a team in a fast-paced, strategic environment.

All members of Corporate and Foundation Engagement are part of creating a culture that inspires an exceptionally multifaceted and talented team and are expected to exhibit The Ohio State University’s Shared Values. Corporate and Foundation Engagement is committed to acting with kindness, respect, and integrity at all times and welcoming our colleagues’ ideas, voices, and perspectives, acknowledging that we are better together.

Duties and Responsibilities

60%

Provides daily administrative support to senior leaders of Corporate and Foundation Engagement (CFE); supports the CFE team in planning engagement opportunities related to university leadership (assist with itineraries, travel arrangements, reservations, gifts, etc.); oversees TAS entry and data management on behalf of the Associate Vice President, CFE; processes Workday expense reports and assists with management of CFE budget; coordinates calendar for two Associate Vice Presidents (AVPs) including meeting prep and follow-up; supports the two AVPs in planning and executing campus visits for external partners as well as one-off events, such as milestone celebrations and investment announcements; organizes and prepares agendas and itineraries; develops power point presentations; anticipates, researches, and prepares materials for internal and external meetings; maintains and safeguards records of a highly confidential nature related to corporate investments and donor contributions; manages and processes confidential and sensitive correspondence; arranges and coordinates all travel plans for CFE’s senior leaders; prepares special reports relative to various aspects of CFE activities and programs.

30%

Researches and resolves issues and problems; assesses inquiries and concerns directed to the AVP, CFE determining course of action and delegating to appropriate person to manage; monitors external inqui