Executive Assistant II

Department:

Office of the Provost: Strategic Implementation and Process Management

Location:

Belknap Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R107564

Minimum Requirements:

Bachelor's degree with four (4) years of relevant experience or the equivalent combination of education and experience. Grade 7 (Salaried)

Position Description:

The University of Louisville is seeking an Executive Assistant II. This position provides executive administrative support and high-level coordination to the leadership in the Office of EVP & University Provost by overseeing and performing a wide variety of expertise managing confidential and executive support to the Provost Office. Maintains complex scheduling functions of the Provost’s Office, providing direct support to executive leadership while also managing the logistical and operational tasks of the office. Manage event-planning, prepare event materials, time management, student supervision, and other office management tasks.

Manage the day-to-day workflow of the Provost Office (i.e., managing the Provost Calendar, keeping the Provost apprised of daily messages and events, assisting with the Provost front office as needed, supporting academic committees and meetings, etc.) Prioritizes, responds independently and appropriately to a variety of and often highly confidential requests

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinates Provost’s complex calendar of meetings, calls, events, and activities. Includes setting up scheduling for direct reports and other University Personnel.

• Manage internal and external meetings, evaluating all requests, facilitating access when appropriate

• Balancing competing priorities and managing time for reading, writing, and advanced preparation for the Provost and leadership team when needed.

• Collects and prepares briefing materials and documents for meetings with sufficient lead time for the Provost to review and prepare before meeting

• Confirms all details of every meeting, event, conference, and social event, dealing with a wide variety of sources internally and externally.

• Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, and facilities; provides logistical support.

• Contacts or responds to contacts from high-ranking individuals internally and externally that may involve unique situations, handling each contact differently, using judgment and discretion.

• Provides office support for the Provost Office, to include screening and handling telephone communications, greeting and directing visitors, dealing with administrative problems and inquiries, as appropriate; serves as a point of contact and liaison between the office, internal and external constituencies.

• Assists the Provost office support team and leadership with daily items such as signatures, questions, calls, and information for the Provost.  Respond daily to several emails, phone calls, and walk-ins for requests, questions, etc. from different sources; delegates duties when necessary. 

• Serves as backup to the Provost office staff by managing workflow and coordinating assignments when necessary.

• Performs additional job-related duties as assigned

PREFERRED QUALIFICATIONS

• Master's Degree with project management certification, process improvement, and organizational design experience.

• Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in areas of expertise.

• 7+ years of related experience

• Ability to establish priorities, multi-tasking, resourcefulness, fine attention to detail, and follow-through.

• Experience in maintaining timetables and ensuring all deadlines are met.

• Be flexible and display initiative in working on new tasks.

• Demonstrate a working knowledge of university policies and procedures.

• Ability to create, compose, and edit written materials.

• Knowledge of administrative principles and procedures.

COMPETENCIES

• Project Management - organized, task-oriented, ability to delegate and follow up.

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

• Analytical- evaluating data and other information with the ability to choose the best solution and make recommendations.

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

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