Executive Administrative Assistant

Position Title:

Executive Administrative Assistant

Job Group:

Professional & Scientific

Required Minimum Qualifications:

Bachelor’s degree and 3 years of related experience

Preferred Qualifications:

Direct experience providing support to a senior administrator/executive
Experience with executive level calendar management/scheduling
Experience working with and supporting a Board of Directors/Advisory Council/Governing Body
Experience taking general and executive level meeting minutes

Job Description:

Iowa State University Alumni Association is seeking applications for an Executive Administrative Assistant to support and work closely with the Lora and Russ Talbot Endowed Iowa State University Alumni Association (ISUAA) President & CEO.

This position will be responsible for providing executive-level, collaborative administrative support. This position will serve as the ISUAA President and CEO’s primary contact with the ISUAA Board of Directors and other key stakeholders. Responsibilities include planning, organizing, and overseeing arrangements for regular meetings, managing communications, including confidential, substantive, and time-sensitive assignments. This position will provide assistance for projects and reports; monitor the status of pending issues and deadlines; and manage calendars, which includes prioritizing appointments along with overseeing travel arrangements.

The successful candidate will have the ability to anticipate and address the needs of the ISUAA President and CEO by utilizing sound, independent judgment and initiative while working under pressure and maintaining a professional demeanor. They will also have the ability to understand, analyze, communicate, and coordinate complex issues and information.

This position does require occasional nights and weekends. WorkFlex is available following a period of orientation. 

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Example of Duties

• Manages, coordinates, schedules, and independently maintains calendar.
• Prioritizes and responds to requests for meetings.
• Compiles data, statistics, and other information and materials for meetings.
• Coordinates activities for the ISUAA Board of Directors.
• Composes correspondence on behalf of the ISUAA President and CEO using personal judgement and discretion.
• Plans agendas and provides oversight of travel arrangements.
• Prepares budget for select administrative accounts.
• Acts as a liaison with internal and external groups.
• May act on behalf of the ISUAA President and CEO.
• Plans events and performs special projects.
• Performs non-routine and varied administrative and secretarial duties.

Level Guidelines
• Intermediate-level position with solid professional and/or technical skills working under general supervision to achieve goals
• Applies broad, working knowledge of the principles of the field to moderately complex, difficult, and varied problems and issues
• Exercises judgment within defined procedures and practices to determine appropriate action and resolve problems
• Responds to a broad range of inquiries and requests
• May provide training and/or direction to lower-level staff
• May lead projects of moderate scope and complexity
• Provides guidance to students

Appointment Type:

Regular

Number of Months Employed Per Year:

12 Month Work Period

Time Type:

Full time

Pay Grade:

PS808

Application Instructions:

To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following: 1) Resume/Curriculum Vitae 2) Letter of Application/Cover Letter If you have questions regarding this application process, please email employment@iastate.edu or call 515-294-4800 or Toll Free: 1-877-477-7485. Why Choose ISU? Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental; as well as: • Retirement benefits including defined benefit and defined contribution plans • Generous vacation, holiday and sick time and leave plans • Onsite childcare (Ames, Iowa) • Life insurance and long-term disability • Flexible Spending Accounts • Various voluntary benefits and discounts • Employee Assistance Program • Wellbeing program • Iowa State offers WorkFlex options for some positions. WorkFlex offers flexibility on when, where, and how you do your work. For more information, please speak with the Hiring Manager.

Original Posting Date:

May 24, 2024

Posting Close Date:

June 3, 2024

Job