Executive Assistant, E4

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Summary
The Executive Assistant, E4, reports to executive leaders at the Senior Vice President level in the university. This role is critical in supporting senior leadership administrative functions that impact a large division, multiple schools, or large departments at the university. This position requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of tasks with discretion and professionalism. The Executive Assistant serves as the primary point of contact for internal and external stakeholders and must exercise a high level of confidentiality and diplomacy as a representative of the university.

Job Duties

• Serves as a liaison between senior leadership and internal/external audiences and represents the university. Coordinates and facilitates communication between senior leadership and various stakeholders, including university leadership, faculty, staff, students, and external stakeholders.
• Manages senior leadership calendar, including scheduling appointments, meetings, and travel arrangements. Anticipates and prepares materials required for meetings, ensuring senior leader is well-prepared for engagements.
• Arranges domestic and international travel for the administrator, including flights, accommodations, and itineraries. Prepares travel expense reports and ensures compliance with university policies.
• Plans, organizes, and coordinates meetings, conferences, and special events. Prepares agendas, takes meeting minutes, and follows up on action items as needed. Establishes and maintains reporting and tracking of deliverables and action items.
• Organizes and maintains electronic and physical file systems, ensuring efficient document retrieval. Manages confidential and sensitive information with discretion.
• Handles incoming and outgoing communications, emails, and phone calls on behalf of senior leadership. Drafts and edits correspondence, reports, presentations, speeches, and other specialized communications with a high degree of accuracy and professionalism.
• Oversees daily office operations, including managing supplies, coordinating office equipment maintenance, and handling administrative requests.
• Assists in monitoring and managing budgets related to the senior leader’s office. Processes and tracks financial transactions and expenses. Creates and submits expense reports for corporate credit card and senior leadership expenses.
• Assists with special projects and initiatives as assigned by senior leadership. Conducts research and compiles data to support decision-making processes.
• Travels to and attends school and functional summits, commencements, and other engagements to coordinate activities and connections with internal and external stakeholders, requiring approximately 15 trips (3-5 days each) per year

KSAs

• Experience in higher education administration is preferred, along with experience working in a distributed environment.
• Experience in working with analytics to analyze data and identify trends.
• Ability to work with confidential information and to apply maturity and discretion in daily operational role.
• Efficient and organized with great attention to detail and follow-through.
• Strong written and verbal communication skills – ability to articulate concepts and ideas effectively with minimal supervision. This may involve writing speeches and working with press relations to represent the executive.
• Experience with managing calendars, meeting planning, scheduling, all facets of travel arrangements.
• Experience with reviewing and responding to correspondence.
• Proficient in the use of Microsoft Office Suite
• Familiarity with Smart Brevity
• Excellent time management skills, and ability to work flexible hours when needed.
• Ability to prioritize assignments, and work on multiple deadline-driven priorities, and work flexible hours as needed.
• Excellent project management skills

Minimum Qualifications

• Associate's Degree
• 8 years