Position Summary This position is located in the Office of the Provost (OTP) and directly assists the Associate Vice President and Vice Provost for Academic Initiatives (AVPAI) serving as the primary contact for all matters related to their schedules and activities. The position may also assist other OTP leaders in the same manner. The Executive Assistant (EA) is responsible for effectively managing and scheduling the AVPAI’s time to ensure maintenance of an extensive meeting and event schedule as well as the flexibility to pursue an active agenda of priorities, while maintaining the ability to react quickly to emerging issues. The EA will facilitate the communication of information as directed by the AVPAI or Director of Operations, and is involved in many sensitive and confidential matters. The EA uses interpersonal communication skills, relationship-building, independent judgement, and a comprehensive knowledge of University culture, programs, personnel and constituency groups to effectively carry out the duties of the position. The EA may require work outside the traditional work week, including evenings and weekends. This position reports to the Director of Operations.
• Bachelor's degree (an additional four years of work experience may be substituted for the Bachelor’s degree).
• Five years of professional work experience in a position that required project management, managing the needs of others (e.g., executive assistant support, campaign management, training/instruction), and dealing with multiple constituencies. Project management should entail developing and managing timelines and direct oversight of work-plans/initiatives. For example, this can include such things as broad management of an executive’s calendar or discrete initiatives. This position may require work outside the traditional work week, including evenings and weekends.
• Ability to manage stressful situations with tact and diplomacy and to use sound judgement and discretion, particularly as it relates to handling sensitive and/or confidential information.
• Ability to interact effectively with senior leaders including anticipating needs, accommodating different work styles, and proactively reaching out for assistance.
• Demonstrated ability to meet deadlines, quickly adapt to changing circumstances, prioritize multiple tasks and work independently, while handling frequent interruptions and rapidly shifting priorities.
• Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program).
• Commitment to, experience with, and ability to work effectively with people from a variety of diverse backgrounds and cultures in support of a welcoming and inclusive environment.
• Excellent writing, and verbal communication skills; attention to detail.
• Excellent organizational, problem-solving, and time management skills.
• Prior professional assistant experience that includes experience managing a calendar for an executive-level position in a complex organization.
• Professional experience in a higher education environment or other public organization such as federal/state government.
FLSA Exempt: Yes