Executive Assistant

Denver, USA, Colorado
Sep 11, 2017
University of
Faculty Jobs
Position Type
Alt-Ac & Post-Ac
Institution Type
Four-Year Institution

Position Summary

This Executive Assistant provides executive-level administrative support to the Vice Chancellor of Human Resources and Inclusive Community and plays a crucial role in maintaining the efficiency and effectiveness of the Vice Chancellor's office. S/he must be an effective, professional and diplomatic liaison from the Vice Chancellor to a variety of audiences including University leadership, staff, alumni and other constituents. The Executive Assistant is responsible for managing the Vice Chancellor's calendar, telephone messages, travel arrangements, general correspondence and special projects as assigned in a fast-paced work environment. S/he will also prepare documents and reports for meetings/presentations as needed. The Executive Assistant may also be asked occasionally to assist the Vice Chancellor's leadership team with specific projects as deemed appropriate. This may include document preparation, meeting/event coordination and assisting with general HRIC needs as necessary. This employee must be able to multi-task and prioritize many competing deadlines and timelines. Attention to detail and accuracy is essential to success in this position. The individual in this position must demonstrate a commitment to the principles of Inclusive Excellence.

Essential Functions

Executive Support

  • Complete a broad variety of administrative tasks for the Vice Chancellor including managing an extremely active calendar of appointments; completing expense reports, and composing and preparing correspondence that is sometimes confidential.
  • Prioritize the Vice Chancellor's time and attention; prepares agenda and materials for meetings; Generate professional documents for letters, proposals, reports and spreadsheets for both internal and external audiences.
  • Plan, coordinate and ensure the Vice Chancellor's schedule is followed and respected. Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Vice Chancellor's time.
  • Coordinate travel arrangements.
  • Serve as a strong and highly professional liaison between the Vice Chancellor and the University community.
  • Handle human resources related processes including onboarding of new HRIC employees.
  • Relay messages and assist callers and visitors with questions, information and problems.
  • Assist in tracking expenses and research/ troubleshoot as necessary.
  • Serve as an active and collaborative partner to the Department and the University.

General Office Management

  • Manage and order office supplies.
  • Coordinate requests from the division including facilities, furniture, office equipment, etc.
  • Organize divisional events.
  • Perform other duties as needed to maintain smooth operation of the division.

Senior Management Liaison

  • Participate as a member of the Senior Management Team including assisting in scheduling meetings and attending all meetings.
  • Assists in coordinating the agenda of senior management team meetings, off-sites and all staff meetings.

Knowledge, Skills and Abilities

  • Strong organizational skills that reflect ability to perform, and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders; including staff, executive and senior leadership, and external partners and donors.
  • Excellent written and verbal communication skills.
  • Demonstrated proactive approaches to problem-solving, with strong decision-making capability.
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • Proven ability to handle confidential information with discretion.
  • Ability to be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve high performance goals, and meet deadlines in a fast-paced environment.
  • Ability to be a forward-looking thinker, who actively seeks opportunities and proposes solutions.
  • Demonstrated knowledge and ability to effectively engage individuals from broadly diverse communities.
  • Proficiency in Microsoft Office including PowerPoint, Outlook, Excel and Word.

Required Qualifications

  • Bachelor's degree.
  • Minimum of 3 years of office management experience or an equivalent combination of education and experience.

Preferred Qualifications

  • Previous experience in providing administrative support at the executive level.

Application Deadline

For best consideration, please submit your application materials by Friday, September 22, 2017.

Special Instructions

Candidates must apply online through www.du.edu/jobs to be considered. Only applications submitted online will be accepted.

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