Chief of Staff Assistant

Overview

Utah State University (USU) is seeking a highly organized and professional Chief of Staff Assistant to provide executive level administrative support to the Vice President of Institutional Affairs & Chief of Staff. This position plays a crucial role in facilitating efficient operations within the office of the president and supporting the broader initiatives of the university. The ideal candidate will possess exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion and professionalism. This position is telework eligible within the state of Utah. 

Responsibilities

• Organize and manage travel arrangements for the Chief of Staff, and President’s Driver, including booking transportation, accommodations, and preparing itineraries.
• May assist with planning and scheduling content on official social media channels to promote institutional initiatives and engagements.
• Oversee P-card purchases, ensuring compliance with university policies and maintaining accurate records.
• Maintain organized filing systems for office records, correspondence, and other documentation.
• Review and proof correspondence and official documents for accuracy, clarity, and consistency.
• May regularly update and maintain the office’s web presence to ensure content is accurate, relevant, and engaging.
• Keep organizational charts current and accessible for internal and external use.
• Manage the payment and tracking of office subscriptions, ensuring renewals are timely and resources are effectively utilized.
• Administer and update email distribution lists, ensuring accurate and efficient communication between stakeholders.
• Coordinate and process speaker requests for the President.
• Handle key ordering and reporting, maintaining secure records and ensuring access control protocols are followed.
• Perform other administrative duties as assigned, demonstrating flexibility and adaptability to changing priorities and responsibilities.

Qualifications

Minimum Qualifications:

• 6 years combination of education/experience (e.g. Bachelor’s degree required and 2 years of relevant experience OR 6 years experience).
• Proven experience in an administrative support role, supporting executive-level leadership.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
• Excellent written and verbal communication skills, with the ability to communicate effectively with individuals at all levels of the organization.

Knowledge, Skills, and Abilities:

• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Strong interpersonal skills, with the ability to work collaboratively in a team-oriented environment.
• Ability to anticipate needs, problem-solve, and take initiative to ensure tasks are completed accurately and efficiently.
• Knowledge of university policies, procedures, and protocols is desirable.

Required Documents

Along with the online application, please attach:

 

1. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”

2. Name and contact information for 3 professional references to be entered into Candidate Profile

3. Cover letter to be typed/pasted at the end of your application

 

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with experience

ADA

.

University Highlights

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

 

USU enrolls 28,900 students, both online and in person at locations throughout the state. Utah State’s 30 locations include a main campus in Logan, Utah, residential campuses in Price and Blanding, and six additional statewide campuses, along with education centers serving every county. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties.

 

Competing at the NCAA Division I level, USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies’ long-standing tradition of athletic and academic excellence is exemplified by conference championshi