Senior Executive Administrative Assistant

Position Title:

Senior Executive Administrative Assistant

Job Group:

Professional & Scientific

Required Minimum Qualifications:

Bachelor’s degree and 5 years of related experience

Preferred Qualifications:

Direct experience in a complex administrative setting providing support to a senior administrator
Proficient calendar management/scheduling experience, including travel and expense coordination
Experience working with highly confidential information protected by federal law, state law, and/or organizational policy
Experience with software programs such as MicroSoft Office Suite
Familiarity and/or knowledge of the organization of Iowa State University

Job Description:

Summary

Iowa State University and the Office of the Senior Vice President and Provost (SVPP) invite applicants to apply to serve as the Executive Administrative Assistant to the SVPP. In this integral role, you will contribute to and strive to enhance interoffice working relationships to support strong, positive, and collaborative interactions among all members of the university. In this senior level administrative role, we hope you’ll bring your strong attention to detail and organizational skills. This role requires flexibility, agility, and critical thinking skills. Ideal candidates will have former experience in a similar setting and a strong project management and event planning background.

Key Duties and Responsibilities:

• Maintain strict confidentiality and discretion
• Manage and triage incoming communications and appointment requests
• Oversee arrangements and serve as the event management for the SVPP’s meetings and other functions
• Provide staff support for committees chaired by the SVPP
• Draft and manage correspondence and reports and prepare information for the SVPP’s daily activities
• Manage the SVPP’s calendar including prioritization or events and reschedules
• Manage travel arrangements for the SVPP and other authorized external guests and maintain travel files
• Purchase and manage office equipment inventory for office and other units within scope
• Hire, train, and supervise student employee(s)

The successful candidate will have the ability to anticipate and address the needs of the SVPP by utilizing sound independent judgment and initiative while working under pressure and maintaining a professional demeanor, and will have the ability to understand, analyze, communicate and coordinate highly complex issues and information to a diverse group of individuals.

The Senior Vice President and Provost is the university's chief academic officer, and leader of the Division of Academic Affairs. Reporting to the president, the provost is responsible for student and faculty success, admissions, financial aid, and numerous programs and services that support students, faculty, and staff. The Division of Academic Affairs is responsible for Iowa State’s land-grant mission of education, discovery, and service. The division includes seven academic colleges, the Graduate College, University Library, Office of the Vice President for Research, Iowa State University Extension and Outreach, and Enrollment Management.

This position serves at the pleasure of university administration and is exempt from certain P&S policies.

Level Guidelines
• Senior-level position possessing high-level professional and/or technical skills working independently under minimal supervision to support ISU’s mission and department or work unit goals
• Applies senior-level professional knowledge and expertise to work requiring greater latitude
• Solves moderately complex problems and regularly exercises judgment to determine appropriate action
• Regularly exercises judgment to resolve problems and determine appropriate action on a broad set of issue and problems. May provide recommendations regarding problems/issues outside the bounds of defined procedures and practices
• Responds to complicated inquiries, provides training, and provides direction to lower-level staff
• May provide supervision for one to two other staff (i.e., leads a small work team)
• May lead projects for which well-defined practices and procedures may not exist
• Provides guidance to students

Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship. 

Appointment Type:

Regular

Number of Months Employed Per Year:

12 Month Work Period

Time Type:

Full time

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